Executive Assistant / Project Coordinator (Virtual Assistant)

August 12, 2026

This is a remote position.<h3 style="line-height:1.295; margin-top:14pt; margin-bottom:4pt" dir="ltr"><span style="font-size:13pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Job Overview </h3><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">We are seeking a highly organized, proactive, and adaptable <span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Executive Assistant / Project Coordinator<span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap"> to directly support a business owner managing multiple ventures across different industries and regions. This role is critical in ensuring smooth day-to-day operations, maintaining oversight on ongoing projects, and keeping priorities aligned across various time zones. <h3 style="line-height:1.295; margin-top:14pt; margin-bottom:4pt" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Key Responsibilities </h3> <ul style="margin-top:0; margin-bottom:0"> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Provide direct administrative and operational support to the client across multiple businesses and projects </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Monitor ongoing <span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">solar and battery projects in Australia<span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">, ensuring timelines, deliverables, and communications are on track </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Follow up on tasks, emails, and action items to ensure nothing is missed or delayed </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Track payments, invoices, and receipts, ensuring accurate documentation and timely updates </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Manage calendar, meetings, and scheduling across multiple time zones (China to US East Coast) </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Coordinate travel arrangements, including flights, accommodations, and itineraries </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Act as a point of contact on behalf of the client when communicating with business partners and government stakeholders </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Assist in prioritizing tasks and managing daily workflow to improve efficiency </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Maintain organized records, files, and trackers for all ongoing projects </li> </ul><h3 style="line-height:1.295; margin-top:14pt; margin-bottom:4pt" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Qualifications and Requirements </h3> <ul style="margin-top:0; margin-bottom:0"> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Proven experience as an Executive Assistant, Virtual Assistant, or Project Coordinator </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Strong organizational and multitasking skills with high attention to detail </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Ability to work independently and proactively with minimal supervision </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Excellent written and verbal communication skills </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Experience coordinating across multiple time zones </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Confident in handling professional communication with external stakeholders, including executives and government contacts </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Familiarity with project tracking tools, CRMs, and productivity platforms (e.g., Google Workspace, Trello, Asana, etc.) </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Financial tracking experience (invoices, receipts, basic reporting) is highly preferred </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Background in renewable energy, construction, or technical projects is a plus but not required </li> </ul><h3 style="line-height:1.295; margin-top:14pt; margin-bottom:4pt" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Nice to have skills </h3> <ul style="margin-top:0; margin-bottom:0"> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Highly proactive and solution-oriented </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Detail-oriented and structured in approach </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Adaptable in a fast-paced, multi-project environment </li> <li style="list-style-type:disc; font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre" dir="ltr"><span style="font-size:10pt; font-family:Poppins, sans-serif; color:rgb(0, 0, 0); background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Strong sense of accountability and ownership </li> </ul> <div> </div>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

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When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

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4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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