We are seeking a highly organized and tech-savvy Executive Assistant / Project Coordinator to partner closely with the CEO of a cancer research firm. This role blends traditional executive support with project coordination, meeting management, and process documentation in a fast-paced, evolving environment. The ideal candidate is proactive, resourceful, and comfortable leveraging AI tools such as Microsoft Copilot to streamline workflows, capture key insights, and improve operational efficiency. Initially structured as a part-time opportunity, this position has the potential to grow into a full-time role based on performance and business needs.

Responsibilities

• Manage and prioritize the CEO’s inbox, ensuring timely responses and efficient communication flow.
• Coordinate and maintain a complex executive calendar, scheduling meetings and managing competing priorities.
• Prepare meeting agendas, capture detailed notes, and track action items for leadership, Board, and Committee meetings.
• Utilize AI-powered tools, including Microsoft Copilot, to enhance meeting preparation, documentation, and follow-up processes.
• Attend select internal meetings on the CEO’s behalf, communicate leadership priorities, and provide concise summaries, recommendations, and next steps.
• Partner with leadership to improve meeting efficiency and implement AI-enabled workflows where appropriate.
• Assist in developing and documenting Standard Operating Procedures (SOPs) and best practices to preserve institutional knowledge and support operational consistency.
• Support special projects and process improvement initiatives as needed.

Ideal Experience

• Previous experience supporting senior executives in an Executive Assistant, Chief of Staff, Project Coordinator, or similar role.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills, including meeting facilitation and note-taking.
• Comfortable leveraging AI tools such as Microsoft Copilot, ChatGPT, or similar technologies to improve productivity and workflow efficiency.
• Ability to exercise sound judgment, maintain confidentiality, and work independently.
• Experience documenting processes, creating SOPs, or supporting operational improvements preferred.
• Proactive, resourceful, and adaptable in a fast-paced, evolving environment.
• Available to initially support approximately 20 hours per week, with the potential to transition into a full-time position.

Up to $40 per hour (based on experience)