Executive Support Specialist

Executive Support Specialist / Executive Project Coordinator
Reports To: Executive Leadership
Status: Regular, Full-Time
Location: Hybrid / Remote with scheduled in-person support and occasional travel
POSITION SUMMARY
The Executive Support Specialist / Executive Project Coordinator provides proactive, confidential administrative and project coordination support across the executive leadership team—not solely the CEO. The role organizes executive priorities, calendars, communications, meetings, and cross-functional initiatives, helping leaders make timely decisions and execute effectively. This is a hybrid/remote position requiring strong independent work habits, with planned on-site support, occasional errands, and limited property or construction coordination as secondary responsibilities.
ABOUT FIT SOLUTIONS
FIT Solutions is a growing national IT services firm on a mission to impact the lives touched by technology. We foster a results-driven, adaptable culture centered on exceptional service, continuous development, accountability, and achieving personal, professional, and financial goals together.
PRIMARY RESPONSIBILITIES — EXECUTIVE & BUSINESS SUPPORT
Support multiple executives and senior leaders, balancing competing priorities and protecting time for strategic work.
Manage complex calendars, scheduling, travel, itineraries, appointments, and meeting logistics across in-person and virtual settings.
Prepare agendas, presentations, correspondence, briefing materials, minutes, and follow-up communications; track action items to closure.
Triage executive email and other assigned inquiries with discretion, responsiveness, and sound judgment.
Coordinate leadership meetings, company events, client and vendor interactions, and executive-related employee onboarding activities.
Maintain organized executive records, contact lists, documents, and confidential information in approved systems.
Conduct research, compile information, and prepare concise reports or recommendations to support leadership decisions.
PRIMARY RESPONSIBILITIES — PROJECT COORDINATION & OPERATIONS
Coordinate cross-functional executive projects: define deliverables, track owners and milestones, identify risks, and escalate blockers.
Maintain project trackers, dashboards, status reports, and clear visibility into deadlines, budgets, and decisions.
Develop and update standard operating procedures (SOPs), administrative workflows, and process documentation.
Partner with department leaders to improve processes, support change adoption, and maintain accurate systems of record.
Coordinate vendor due diligence, purchasing requests, invoices, expense coding, and basic administrative financial tracking within approved authority.
Proactively anticipate needs, remove administrative obstacles, and adapt to shifting organizational priorities.
SECONDARY RESPONSIBILITIES — PROPERTY, CONSTRUCTION & SPECIAL PROJECTS
· Independently coordinate and oversee operations of executive-owned residential, vacation, and investment properties, including maintenance, repairs, landscaping, cleaning, rental turnovers, inspections, and vendor performance.
· Evaluate property needs, obtain and compare contractor proposals, recommend cost-effective solutions, and manage approved vendors and expenditures within delegated authority.
· Oversee construction and renovation initiatives, including budgets, contractor performance, project schedules, change orders, inspections, and completion of outstanding work.
· Serve as the primary point of contact for property managers, tenants, guests, and contractors, independently resolving routine issues and escalating significant financial, contractual, or operational decisions.
· Monitor property expenses, maintenance schedules, vendor agreements, and project documentation, proactively identifying risks, controlling costs, and providing periodic updates to executive leadership.
· Conduct site visits when required, coordinate property access, and perform local driving, errands, pickups, deliveries, and other business or personal assignments as needed.
KEY PERFORMANCE INDICATORS
· Executive Responsiveness: Inbox reviewed at least 4 times daily, with executive requests acknowledged within 2 business hours.
· Action Item Completion: At least 95% of assigned executive action items completed by their committed deadlines.
· Project Execution: At least 90% of project milestones completed on schedule, with blockers proactively addressed or escalated.
· Executive Reporting: Weekly project status updates delivered every Friday, including outstanding items, deadlines, and decisions needed.
· Meeting & Calendar Management: Meeting action items documented and assigned within 24 hours, with zero preventable scheduling conflicts.
· Property & Vendor Oversight: At least 95% of property and vendor follow-ups completed within agreed deadlines, with critical construction or maintenance issues escalated promptly.
SUCCESS PROFILE & COMPETENCIES
Exceptional organization, prioritization, follow-through, and attention to detail.
Strong written and verbal communication, diplomacy, professionalism, and confidentiality.
Independent judgment and initiative in a distributed, fast-paced executive support environment.

Employment type
Full-Time

Work arrangement
No