Project Manager / Executive Assistant

Project Manager / Executive Assistant — Remote

Ensign Partners | Full-Time | U.S. Arizona Business Hours

ABOUT ENSIGN PARTNERS

Ensign Partners helps business owners build stronger businesses and better lives through strategic coaching and coordinated execution.

Our team includes experts in business strategy, legal, insurance, financial, and tax services. We work together through our Personal, Business, and Employment Tactical Teams to help our clients turn good advice into action.

ABOUT THE ROLE

We are looking for a highly organized, proactive, and detail-oriented Project Manager / Executive Assistant to support our CEO and COO while also helping manage our Bronze Level clients.

This is a unique role that combines executive assistance, client relationship management, and project coordination.

You will work directly with our executive leadership team to help manage schedules, organize priorities, coordinate meetings, track commitments, and ensure important initiatives move forward.

You will also serve as a primary point of contact for our Bronze Level clients, helping coordinate their needs, track projects, communicate with our internal teams, and ensure they receive a great client experience.

We need someone who does more than simply complete assigned tasks. We want someone who anticipates needs, takes ownership, follows through, and helps keep both our leadership team and clients organized.

Your job is simple: help our executives stay focused on their highest priorities while making sure our Bronze Level clients are well taken care of.

WHAT YOU'LL DO

Executive Assistant — CEO & COO

Manage executive calendars, scheduling, and meeting coordination.

Help organize and prioritize daily activities and responsibilities.

Prepare meeting agendas, notes, and follow-up action items.

Track commitments and follow up to ensure important tasks are completed.

Assist with executive communications, correspondence, and administrative responsibilities.

Coordinate special projects and initiatives for the CEO and COO.

Anticipate needs and proactively help executives stay organized and productive.

Handle confidential business information with professionalism and discretion.

Bronze Level Client Management

Serve as a primary point of contact for assigned Bronze Level clients.

Build positive, professional relationships with clients.

Help coordinate client requests, projects, and ongoing service needs.

Work with our Strategic, Tactical, and Concierge Teams to ensure client needs are addressed.

Track client commitments, deadlines, and outstanding tasks.

Proactively follow up with clients and internal team members.

Identify potential issues and help resolve them before they become larger problems.

Ensure clients receive timely communication and a consistent, high-quality experience.

Project Management & Coordination

Manage projects, tasks, and deadlines using Zoho Projects.

Coordinate work between executives, team members, and clients.

Track progress and follow up on outstanding commitments.

Help identify roadblocks and keep projects moving forward.

Organize information, documents, and project updates.

Help improve internal processes, systems, and workflows.

Make sure important responsibilities and client requests do not fall through the cracks.

WHO WE'RE LOOKING FOR

You'll be a great fit if you:

Are extremely organized and detail-oriented.

Are proactive and naturally anticipate what needs to happen next.

Have excellent written and verbal English communication skills.

Are comfortable communicating directly with executives and business owners.

Can manage multiple responsibilities, projects, and priorities at the same time.

Naturally follow up and make sure commitments are completed.

Are comfortable respectfully holding others accountable.

Can work independently without constant direction.

Enjoy solving problems and finding ways to make things more efficient.

Have strong customer service and relationship-building skills.

Handle confidential information professionally.

Take ownership of your work and follow through on commitments.

Enjoy supporting others and helping a team succeed.

Most importantly, we want someone who takes initiative, thinks ahead, and doesn't need to be reminded to follow up.

EXPERIENCE

Previous experience in one or more of the following areas is preferred:

Executive Assistant or Executive Administrative Support

Project Management or Project Coordination

Client Relationship Management or Account Management

Business Operations or Operations Coordination

Experience with Zoho Projects and other Zoho applications is strongly preferred.

Experience with Microsoft 365, Outlook, Teams, and other business productivity tools is also beneficial.

If you have strong experience using Asana, ---------- , ClickUp, Trello, or other project management systems, we still encourage you to apply.

Experience supporting U.S.-based executives or working with professional services companies is a plus.

OUR CORE VALUES

ENJOY THE JOURNEY

Bring a positive attitude to your work.

MOVE THE CHEESE

Adapt quickly and embrace change.

BE YOUR BEST

Take pride in doing excellent work.

AIM TO WIN

Take ownership and find ways to get results.

RAISE THE BAR

Always look for ways to improve.

KEEP YOUR WORD

Do what you say you'll do and help others do the same.

STRONGER AS ONE

Work together and help the entire team succeed.

WHY JOIN ENSIGN PARTNERS?

Full-time, long-term opportunity.

Work with a growing U.S.-based professional services company.

Work directly with our CEO and COO.

Build relationships with business-owner clients.

Be part of a collaborative and supportive team.

Work alongside experienced business, legal, insurance, financial, and tax professionals.

Opportunity to grow and take on additional responsibilities as Ensign Partners grows.

Make a meaningful contribution to our clients and leadership team.

HOW TO APPLY

Please follow these instructions carefully.

Do NOT email us directly. Applicants who email outside this job posting will be disqualified.

Use this subject line:

Project Manager / Executive Assistant at Ensign Partners

Include the following:

A short introduction about yourself.

Your experience supporting executives, managing projects, or working with clients.

Your experience with Zoho Projects or other project management software.

An example of how you have proactively helped an executive or team stay organized and on schedule.

An example of how you have handled a client request or challenging client situation.

Your English proficiency level.

Pay depends on experience.

Work hours are full-time U.S. Arizona business hours.