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FIT Solutions, LLC · San Diego, California
Executive Support Specialist / Executive Project Coordinator
Reports To: Executive Leadership
Status: Regular, Full-Time
Hybrid / Remote with scheduled in-person support and occasional travel
POSITION SUMMARY
The Executive Support Specialist / Executive Project Coordinator provides proactive, confidential administrative and project coordination support across the executive leadership team—not solely the CEO. The role organizes executive priorities, calendars, communications, meetings, and cross-functional initiatives, helping leaders make timely decisions and execute effectively. This is a hybrid/remote position requiring strong independent work habits, with planned on-site support, occasional errands, and limited property or construction coordination as secondary responsibilities.
ABOUT FIT SOLUTIONS
FIT Solutions is a growing national IT services firm on a mission to impact the lives touched by technology. We foster a results-driven, adaptable culture centered on exceptional service, continuous development, accountability, and achieving personal, professional, and financial goals together.
PRIMARY RESPONSIBILITIES — EXECUTIVE & BUSINESS SUPPORT
Support multiple executives and senior leaders, balancing competing priorities and protecting time for strategic work.
Manage complex calendars, scheduling, travel, itineraries, appointments, and meeting logistics across in-person and virtual settings.
Prepare agendas, presentations, correspondence, briefing materials, minutes, and follow-up communications; track action items to closure.
Triage executive email and other assigned inquiries with discretion, responsiveness, and sound judgment.
Coordinate leadership meetings, company events, client and vendor interactions, and executive-related employee onboarding activities.
Maintain organized executive records, contact lists, documents, and confidential information in approved systems.
Conduct research, compile information, and prepare concise reports or recommendations to support leadership decisions.
PRIMARY RESPONSIBILITIES — PROJECT COORDINATION & OPERATIONS
Coordinate cross-functional executive projects: define deliverables, track owners and milestones, identify risks, and escalate blockers.
Maintain project trackers, dashboards, status reports, and clear visibility into deadlines, budgets, and decisions.
Develop and update standard operating procedures (SOPs), administrative workflows, and process documentation.
Partner with department leaders to improve processes, support change adoption, and maintain accurate systems of record.
Coordinate vendor due diligence, purchasing requests, invoices, expense coding, and basic administrative financial tracking within approved authority.
Proactively anticipate needs, remove administrative obstacles, and adapt to shifting organizational priorities.
SECONDARY RESPONSIBILITIES — PROPERTY, CONSTRUCTION & SPECIAL PROJECTS
Exceptional organization, prioritization, follow-through, and attention to detail.
Strong written and verbal communication, diplomacy, professionalism, and confidentiality.
Independent judgment and initiative in a distributed, fast-paced executive support environment.
Ability to coordinate stakeholders and drive accountability without direct authority.
Comfort with Microsoft 365 (Outlook, Word, Excel, PowerPoint), SharePoint, and project tracking tools.
Budget awareness, accurate recordkeeping, vendor coordination, and willingness to learn unfamiliar systems.
EDUCATION & EXPERIENCE
At least two years of experience in executive assistance, senior administrative support, project coordination, or a comparable role.
Experience supporting multiple senior leaders, managing complex schedules, and coordinating projects preferred.
Exposure to managed IT, professional services, property management, construction administration, or bookkeeping is helpful but not required.
Ability to travel to scheduled in-person meetings or sites as needed; a valid driver’s license may be required for assigned driving duties.
WORK ARRANGEMENT & PHYSICAL REQUIREMENTS
Hybrid/remote work arrangement with a mix of remote execution and scheduled in-person executive, office, or project support. Worksite attendance and travel are based on business needs; occasional travel of up to approximately 10% may be required. Ability to occasionally lift up to 25 pounds and visit sites where appropriate safety precautions apply. Reasonable accommodations may be made.
BENEFITS
Health, Dental & Vision Insurance (premiums paid up to 99% for employee coverage)
Options include, PPO, HDHP, HMO and ACO
Multiple carrier options
FSA (dependent and medical), HSA options (for qualified plans) and supplemental insurance options
$10,000 employer-paid Life Insurance & AD&D (employees have the option to buy up)
Paid holidays
Paid time off
Paid sick leave
Retirement plan (401K)
Professional training & development opportunities
AAP/EEO Statement
FIT Solutions is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics
Details
| Company | FIT Solutions, LLC |
| Location | San Diego, California |
| Type | FULL TIME |
| Niche | Administrative and executive secretaries |