Sobre

WORK HOURS MUST PARTIALLY OVERLAP WITH PACIFIC TIME I am a Regional Director for a multi location medical aesthetics group in Southern California. I am hiring a highly skilled and professional Executive Assistant / Project Coordinator to help bring structure and clarity to a heavy and fast moving workload. The role focuses on email management, project tracking, task follow through, and helping maintain clear priorities and some admin work. WHAT YOU WILL DO EMAIL MANAGEMENT -- Review and organize a large backlog of Outlook emails -- Read and interpret email content to identify action items, deadlines, themes, and owners -- Build and maintain a simple project tracking system using Excel or Monday or some other method -- Create and maintain an organized Outlook folder and categorization structure -- Surface time sensitive or urgent items so they are not missed -- This requires judgment, context understanding, and independent decision making PROJECT COORDINATION -- Convert emails, notes, and updates into clear project lists -- Track tasks, deadlines, risks, owners, and open questions -- Maintain a clear overview of all active workstreams -- Help identify weekly and daily priorities based on the inbox and project tracker -- You are expected to propose structure rather than wait for instructions ADMINISTRATIVE TASKS -- Complete simple administrative tasks that come from the project list -- Prepare clean spreadsheets, summaries, and organized documents -- Provide occasional calendar coordination in Outlook and Teams REQUIRED SKILLS AND QUALIFICATIONS -- United States equivalent BS college degree -- US, Canada and Latin America preferred for time zone alignment -- Excellent written and spoken English (without ai tools) -- Strong proficiency with Outlook, Teams, and Excel -- Including sorting, filtering, formatting, and basic formulas -- Ability to create systems for organizing large amounts of unstructured information -- Ability to propose workflows independently without micromanagement -- Professional remote work environment with strong focus and reliability TECHNICAL REQUIREMENTS -- Stable high speed internet with reliable upload and download speeds -- You will be asked to provide a speed test -- Modern and reliable computer -- Quiet and professional workspace suitable for Teams calls AVAILABILITY -- Minimum four hours daily overlap with Pacific Time -- Strong preference for availability between 12 PM and 8 PM Pacific (but can be negotiated) -- Independent work can be completed outside this window WHO WILL SUCCEED IN THIS ROLE -- Someone who naturally creates clarity from unstructured information -- Someone proactive, organized, and capable of building systems from scratch -- Someone who can manage many moving parts and keep priorities clear -- Someone comfortable using judgment and making decisions IMPORTANT APPLICATION INSTRUCTIONS -- Do not send an AI generated message. I can recognize AI generated writing immediately -- In your own words, include the following in your application -- A self rating from 1 to 10 describing how well you match the required skills -- A brief explanation of why you are a strong fit for email organization and project coordination -- If you are a recruiter or agency: (1) You must already have a specific, fully vetted candidate available immediately (2) You must provide the candidate’s name, their Upwork profile link, the person must have a rating and previous work experience via Upworks (3) If you do not already have a candidate ready, please do not apply as an agency or recruiter.