What are the responsibilities and job description for the Executive Assistant position at Pyrovio?
Job Title:
Hybrid Project Coordinator & Executive Personal Assistant
Location: Ann Arbor, Michigan
Overview:
We are seeking a highly capable and proactive Project Coordinator & Executive Personal Assistant to support a busy executive in a dynamic, fast-paced environment. This role blends high-level executive support with hands-on coordination and execution of special projects. It’s a strategic, independent position ideal for someone who is tech-savvy, organized, and thrives on autonomy, initiative, and impact.
Key Responsibilities:
• Coordinate and drive progress on a variety of strategic and operational projects — ensuring deadlines, deliverables, and communications are on track.
• Manage and maintain executive calendar, appointments, meetings, and travel logistics.
• Serve as a key point of contact for internal and external communications, including clients, partners, and collaborators.
• Proactively anticipate executive needs, potential issues, and priorities across multiple project workstreams.
• Handle executive email management, document preparation, digital filing, and workflow management.
• Conduct light research, create summaries, follow up with team members, and ensure timely execution of action items.
• Draft, proofread, and format professional communication, presentations, and materials.
• Maintain and improve project tracking tools, communication dashboards, and task management systems.
• Coordinate across departments or external vendors as needed to ensure smooth project execution.
Requirements:
• Excellent English communication with exceptional verbal and written communication skills.
• Highly IT-savvy — fluent in cloud platforms (MS365), project/task management tools, CRMs, and virtual collaboration software.
• Proven experience managing or coordinating special projects and supporting senior executives remotely.
• Self-starter with a strong sense of ownership, discretion, and emotional intelligence.
• Must be self-motivated and comfortable operating independently with limited feedback or supervision.
• Excellent organizational skills with a strong ability to multitask, prioritize, and follow through with minimal oversight.
• Comfortable working in fast-paced, ambiguous environments and adapting quickly to shifting priorities.
Preferred Qualifications:
• Experience in consulting, startups, or executive-level support roles.
• Familiarity with workflow automation platforms (e.g., Zapier, Make, Power Automate).
• Basic background in project coordination, strategic initiatives, or business operations.
Work Style:
• 100% Remote
• Flexible hours with availability during U.S. business time zones
• Long-term opportunity for the right candidate
