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 you’d feel at ease with on a living room couch—even 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 big—nothing 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 other’s 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 agility—we 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).
- Bachelor’s degree in English, journalism, communications, or business (preferred, not required).
Application Instructions
To be considered:
- APPLY HERE: JOB APPLICATION
- Complete the SparkHire video interview introducing yourself, your background, and your approach to high-level administrative support: CLICK HERE