Internal Job Title: Project Manager Executive Assistant
Type of Employment: Full Time
Desired No. of Hours per Week: 40
Job Level: Associate-Mid Level

Who We Are

Our client is a fast-growing, VC-backed startup based in San Francisco, building the next generation of access control systems for modern buildings. Their award-winning solution replaces outdated key card systems with a seamless, touchless entry experience that combines access control and video intercom into one platform. Using facial recognition, mobile access, and PIN-based unlock, they’re redefining convenience and security for residential and commercial properties.

Who You Are

We're seeking detail-oriented Executive Assistants to support our Project Management team in managing intercom installation projects across the country. Our Project Managers handle complex technical installations from design through completion, and they need skilled EAs to manage the administrative and coordination aspects that keep projects running smoothly.

You'll be the operational backbone for your assigned PM, managing communications, coordinating logistics, and ensuring nothing falls through the cracks across multiple simultaneous installation projects.

What You’ll Do

Project Coordination

Schedule and coordinate site visits between installers and clients
Capture and organize site visit data and documentation
Manage project timelines and milestones within Notion

Logistics Management

Schedule hardware shipments and coordinate delivery logistics
Provide accurate ETAs to both clients and installers
Track shipments and proactively address any delays

Communication Management

Serve as the primary point of contact in your PM's inbox
Manage email communications with installers, clients, and internal teams
Follow up with installers on project status and outstanding items
Ensure timely responses and clear communication across all stakeholders

Knowledge Management

Document recurring installer and client questions
Create and maintain help articles and resources
Build a knowledge base to streamline future projects

Administrative Support

Maintain organized project files and documentation
Update project management systems with current information
Handle ad-hoc administrative tasks as needed

What We’re Looking For

Proven experience as an Executive Assistant, Project Coordinator, or similar role
Exceptional organizational skills with ability to manage multiple projects simultaneously
Strong written and verbal communication skills
Highly proficient with project management tools (Notion experience preferred)
Comfortable managing high email volume and prioritizing communications
Self-starter who can work independently with minimal supervision
Strong attention to detail and follow-through

What We Offer:

Work From Home: Fully remote setup with local support
Generous Paid Time Off: Start with 18 paid leaves annually
U.S. Holiday Observance: Enjoy U.S. holidays off
Professional Environment: Join a supportive, growth-oriented global team

Project Coordinator