Project Coordination Assistant

Responsibilities:
Follow-up and next-step management:

• Maintain a running list of conversations, commitments, deadlines, and next steps.
• Track who needs a response, who Tasha is waiting on, and when follow-up should occur.
• Draft routine follow-up and flag matters requiring Tasha's judgment or relationship context.

Calendar and scheduling:

• Coordinate meetings across executives, institutions, partners,clients, and venues.
• Handle scheduling back-and-forth, calendar invitations, Zoom links, addresses, and details.
• Flag conflicts, travel needs, and important deadlines early.

Strategic convening coordination:

• Track venues, sponsors, invitees, hosts, partners, and logistics for Minnesota, Chicago, and other convenings.
• Maintain invitation status from exploratory outreach through acceptance, decline, or follow-up.
• Keep venue, sponsorship, and planning timelines moving toward decision deadlines.

Outreach and communications support:

• Organize contact lists, relationship notes, and outreach status.
• Draft or format outreach and follow-up based on Tasha's direction and prior context.
• Help preserve thoughtful relational handoffs before introductions, invitations, or institutional follow-up.

Project organization:

• Turn Apple Notes, voice messages, emails, and meeting notes into organized workstreams.
• Maintain a simple shared tracker showing what is moving, waiting, or needs attention.
• Organize Google Drive folders, working documents, and meeting materials; build simple SOPs over time.

Light research and administrative execution:

• Conduct straightforward research on venues, organizations, contacts, and logistics.
• Prepare background materials and meeting folders.
• Handle formatting, contact-list maintenance, and other administrative tasks that do not require strategic judgment.

Requirements:

• A minimum of 3 years of experience 
• A minimum of a degree in a related field
• Exceptional follow-through and attention to detail.
• Excellent written English and polished professional communication.
• Proactive, calm, discreet, and comfortable with confidential information.
• Organized without being rigid; comfortable with ambiguity, changing priorities, and voice-note-driven work.

What success looks like:

• Materially less founder time spent scheduling and chasing follow-up.
• Active projects are easy to see, track, and advance.
• External communication remains responsive as work grows.
• More founder time is preserved for strategy, relationships, business development, writing, and client work.