Executive Assistant/Project Coordinator at Kira Labs Inc

Description

General Summary

The Executive Assistant / Project Coordinator provides high-level administrative and project management support to executive leadership. This role ensures strategic initiatives and operational projects are executed efficiently by coordinating stakeholders, tracking deliverables, and maintaining alignment across departments. The role acts as a critical liaison between the CEO, internal teams, and external partners while maintaining strict confidentiality and professionalism.

Primary / Key Essential Functions and Responsibilities

• Act as a liaison between the organization’s employees and the CEO to ensure alignment and accountability on strategic priorities.
• Assist in the coordination of day-to-day business activities to ensure efficiency.
• Help develop and manage projects and initiatives stemming from the CEO across all operational areas of the business.
• Coordinate timelines, deliverables, and milestones for CEO-led initiatives. 
• Create detailed reports and dashboards to track performance metrics and project progress.
• Conduct research and compile data for various projects and reports.
• Maintain and track timelines and keep key stakeholders accountable for their responsibilities
• Utilize Project management software to optimize processes and ensure timely project execution.
• Utilize AI-driven tools to enhance data processing and improve operational efficiency, deadlines, and deliverables.
• Keep CEO up to date on critical timelines and employee task progress
• Identify and resolve bottlenecks to maintain project momentum.
• Assist with the planning and execution of meetings and events.
• Prepare and organize materials for meetings, presentations, and reports.
• Attend company meetings with or in the place of CEO, taking notes, setting next steps, and following up on the execution of next steps.
• Assist with other Administrative Duties as Needed.

Requirements

Education and/or Experience and Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.
• 3+ years of experience in project coordination, executive support, or strategic operations (C-suite exposure preferred).
• Strong command of project management tools
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency in AI-driven tools and data visualization platforms.
• Proficiency in data analytics tools is a plus.
• Experience in a manufacturing or beauty environment is a plus.

Knowledge, Skills and Abilities

• Ability to translate executive vision into actionable project plans.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities in a fast-paced, dynamic environment.
• Results-driven with excellent organizational skills, follow through, and commitment to quality.
• Strong attention to detail and accuracy in data handling and reporting.
• Analytical mindset that uses and interprets data to support informed decision-making.
• Excellent strategic thinking and problem-solving skills.
• Excellent presentation and research skills.
• Quickly adjust to changing priorities and organizational needs
• High emotional intelligence and situational awareness.
• Exercises sound judgement, discretion, and reliability.