Executive Assistant & Project Coordinator

Executive Assistant & Project Coordinator

Location: Anywhere Remote or based in Madison, WI

Hours: Approx. 10-12 hours per week

Rate: Competitive hourly rate, commensurate with experience

Reports to: James Edward Mills, Executive Producer & Founder, The Joy Trip Project

About The Joy Trip Project: Founded in 2009, The Joy Trip Project is a news gathering and reporting organization covering the business, art, and culture of the outdoor recreation industry. Led by award‑winning journalist and National Geographic Explorer James Edward Mills, the organization specializes in storytelling at the intersection of adventure, environmental conservation, and social justice amplifying the voices of Black Americans and historically marginalized communities in the outdoors.

Position Overview: We are seeking a highly organized, proactive, and creative Executive Assistant & Project Coordinator to support both the daily operations and strategic communications of The Joy Trip Project. This multifaceted role blends project management, executive assistance, content coordination, and digital support in service of a mission‑driven storytelling platform. You will collaborate closely with the executive producer to manage deadlines, communicate with partners, and ensure that ongoing initiatives are executed smoothly and professionally.

• Conduct weekly Zoom check‑in calls to review priorities and action items.
• Manage and track ongoing project timelines, assignments, and deliverables.
• Maintain detailed project notes and progress updates in shared folders.
• Coordinate logistics for events, guest lectures, podcast guests, and speaking engagements.
• Book travel (airfare, trains, hotels) and convert international times as needed.

• Monitor two dedicated email accounts, managing responses, prioritizing urgent requests, and flagging key correspondence.
• Coordinate calendars, confirm appointments, and prevent scheduling conflicts.
• Schedule all meetings virtual and in person.

• Coordinate monthly and weekly content plans with Marketing team.
• Gather, organize, and deliver all required assets (photos, copy, podcast links, articles, announcements).
• Review and approve captions, graphics, and schedules before publishing.
• Track deadlines, revisions, and approvals.
• Ensure James’s voice, mission, and messaging are accurately represented.
• Communicate feedback and changes to Marketing team in a timely and organized way.

• Edit and refine blog posts, essays, and course content while preserving James’s voice.
• Provide light ghostwriting for social media and email campaigns when needed.
• Support with newsletter layout and copywriting.

• Assist with student communication and onboarding for UW‑Madison courses.
• Send welcome emails, share Zoom links, and track 1:1 office hour bookings.
• Liaise with guest speakers to confirm attendance and provide tech support.

Adobe Photoshop, Apple Podcasts, Canva, Facebook, Google Workspace (Docs, Drive, Calendar, Sheets), Instagram, Linked In, Mailchimp, Meta Business Suite, Metricool, Microsoft Office Suite (Outlook Email, Calendar, Teams), Notion, RSS‑based podcast hosting tools, Slack, Spotify, Substack, Tik Tok, Twitter/X, Word Press, Zoom.

• Outstanding written communication with editorial instincts.
• Highly self‑directed with ability to anticipate needs.
• Exceptional organizational and time‑management skills.
• Flexible, calm, and solutions‑oriented under pressure.
• Passion for storytelling, education, and outdoor equity.
• Commitment to DEI and amplifying underrepresented voices.

To apply for the Executive Assistant & Project Coordinator position, please submit the following materials via email to with the subject line PA-JTP 2026 [Your First & Last Name]:

• Resume (PDF format preferred)
• Cover Letter detailing your interest in the role, your relevant experience, 3 references, and why you’re a good fit for The Joy Trip Project
• Work Samples (optional but encouraged):
  This may include a brief writing sample, project coordination example, or a link to relevant social media/content work

IMPORTANT DATES:

• Final date to receive applications:
  Friday, January 30, 2026 by 5:00pm CT
• Position Training Week:
  Monday, February 23‑27, 2026
• Official Position Start Day:
  Monday, March 2, 2026

We are a small, values‑driven team and deeply appreciate the time you take to apply. Qualified candidates will be contacted for an interview. We strongly encourage applications from individuals of all backgrounds, especially those from underrepresented communities in the outdoors and media.

Thank you for your interest in being part of The Joy Trip Project. We look forward to hearing from you.

• Mid‑Senior level

• Part‑time

• Project Management and Information Technology
• Media Production