Executive Administrative Assistant & Project Coordinator

Hello, potential Price Smart candidate. We’re on a mission to hire the very best, and are committed to creating exceptional employee experiences where everyone is respected and has access to equal opportunity. We realize the greatest contributions to the company can come from anywhere in the organization, and we know that the next one could be yours! We are looking for an Executive Administrative Assistant & Project Coordinator to provide high-impact executive support and project coordination by enabling clear, consistent internal communications;

orchestrating executive meetings and events (in-person and virtual); supporting cross-functional initiatives; and ensuring operational readiness through accurate reporting, vendor management, and security-aware coordination. This role serves as a trusted partner to senior leadership, elevating execution quality, stakeholder alignment, and a professional, brand-consistent experience across internal audiences and external partners

What’s unique about this job (What you’ll do)

• Create strategic internal communications materials, including executive presentations, speech drafts, and talking points for high-visibility meetings and conferences.
• Draft and distribute internal messages from executives to staff, maintaining tone, clarity, and alignment with organizational objectives.

• Coordinate and execute executive meetings (in-person and virtual), ensuring all technical components (AV, live streaming, recordings, meeting experience) are optimized for engagement.
• Manage complex executive calendars and communications across multiple time zones and countries, anticipating conflicts and ensuring priorities are protected.
• Coordinate international travel and logistics (itineraries, accommodations, ground transportation, contingencies), ensuring a smooth, brand-aligned executive experience.

• Collaborate with cross-functional teams (e.g., Facilities, IT, Construction, HR) on complex projects, ensuring clear stakeholder communication, timeline adherence, and support of compliance standards.

• Source, onboard, and manage vendors and contractors, ensuring professional representation of company brand and values, and supporting service delivery expectations.
• Process and code high-volume invoices from multiple vendors, ensuring accurate submission to Accounts Payable and on-time payments.

• Generate and distribute business-critical reports (e.g., P&Ls, daily sales, budget summaries, repairs & maintenance) to support timely, informed decisions across departments.
• Maintain structured reporting cadence and ensure distribution lists and stakeholders receive accurate information on schedule.

• Support corporate events and executive meetings by managing logistics, catering, space setup, run-of-show coordination, and branded materials to ensure professionalism and consistency.

• Monitor and maintain internal security communications through the company’s CCTV system.

• Provide ad hoc administrative and personal-support assistance to executives, as requested, to ensure continuity of business operations and executive availability (e.g., coordinating personal appointments such as passport or license renewals).
• Support day-to-day executive needs related to meetings and work sessions, including ordering meals or refreshments when required to facilitate productivity.
• Perform other position-related duties as assigned to support evolving business needs and organizational priorities.

• 5+ years of experience supporting senior executives in a fast-paced, multi-priority environment.
• Demonstrated experience coordinating complex meetings/events, including virtual meeting production elements (AV, recordings, live streaming).
• Experience coordinating cross-functional projects and stakeholder communications across departments and/or regions.
• Experience with…