Creative Team Project Manager / Administrative Coordinator

Position: Project Manager / Administrative Coordinator

Location: West Palm Beach FL (On-site)

Compensation: $80000 - $85000 / year

Job Overview

We are seeking a high-capacity detail-oriented Project Manager / Administrative Coordinator based in West Palm Beach FL to support a mission-driven couple in personal development and humanitarian initiatives. Their work focuses on ending suffering eradicating hunger and helping people unlock their greatest potential.

This is a behind-the-scenes in-person role that requires precision organization and emotional intelligence. You will be the air traffic controller for both home and studio operations while acting as a key partner to the West Coast Content Development team. This role is fast-paced dynamic and highly creative.

This full-time position will require some travel. The position reports to the Director of Content Development & Chief Development Officer and offers the opportunity for growth through consistent excellence and reliability.

Core Responsibilities

This role is ideal for someone who thrives behind the scenes brings order to complexity and excels at high-level execution and clear communication.

Meeting Management & Follow-Through

• Own meetings end-to-end: scheduling managing tech logistics (Zoom invites) prepping participants and capturing actionable notes.

• Ensure next steps are clear tracked and completed.

Information & Research

• Synthesize fast-moving conversations into concise actionable documents.

• Conduct research on people opportunities and topics delivering clear summaries and insights.

• Stay current on personal development philanthropy and leadership trends to inform strategy.

Administrative & Project Support

• Handle logistics and organizational tasks that keep principals focused on their core mission.

• Maintain timelines and progress tracking across business creative events and philanthropic initiatives.

• Serve as a seamless pitch and catch partner with the Chief of Staff Director of Content and Personal Assistant.

Team Coordination & Communication

• Act as a connector between team members aligning communication and removing friction.

• Drive operational clarity across fast-paced high-output environments.

Workflow Optimization

• Leverage AI-powered tools (e.g. Notion AI ChatGPT Fireflies Otter) to summarize organize and speed execution.

• Identify opportunities to streamline processes and systematize repetitive tasks.

DNA: The Right Fit for This Role

• High EQ & discretion: Reads the room adjusts tone and protects confidentiality.

• Process-oriented thinker: Breaks down complex tasks into clear repeatable workflows.

• Calm grounded presence: Someone youd feel at ease with on a living room coucheven during high-pressure moments.

• Exceptional communicator: Sharp respectful and clear in both written and verbal communication.

• Systems-minded organizer: Brings structure to high-speed environments.

• Proactive problem-solver: Anticipates challenges adapts quickly and thrives in evolving priorities.

• Detail-obsessed: No task too small or too bignothing falls through the cracks.

• Drives outcomes quietly: Takes full ownership behind the scenes without seeking recognition.

• Growth-driven: Hungry to learn with both personal and professional growth as core drivers.

• Mission-aligned: Deeply connected to a purpose-driven impact-focused culture.

• Production mindset: A prior background in production live events or content development is a strong plus.

Team & Culture

We are a values-led high-performance team that:

• Operates with a no task too small mentality.

• Moves quickly without drama supporting each others growth and blind spots.

• Believes in possibility over limitations and leans into challenges with creative problem-solving.

• Works hard laughs loud and always keeps the mission front and center.

• Balances structure with agilitywe build systems but remain flexible to pivot fast.

Requirements

• 3 years in project coordination executive support or operations (production/content experience a plus).

• Strong research and fact-checking skills.

• Advanced proficiency with Zoom Asana Trello Google Suite and digital task/project management tools

• Proficiency in Apple OS; Keynote experience preferred.

• Exceptional organizational writing and note-taking skills.

• Ability to handle confidential information with care and integrity.

• West Palm Beach FL-based (full-time on-site).

• Bachelors degree in English journalism communications or business (preferred not required).

Application Instructions

To be considered:

1. Complete the application and candidate survey via Hireology

1. Complete the SparkHire video interview answering a few questions regarding the role your background and your approach to high-level administrative support: Experience:

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