Job Overview:

We are seeking a proactive, highly organized Executive & Publishing Project Coordinator to drive diverse initiatives—including books, digital media, and video projects—from concept to completion. In this role, you will streamline workflows, conduct research, and leverage AI tools to transform complex ideas into impactful resources. This position is ideal for a detail-oriented coordinator who excels at keeping projects on track and ensuring nothing falls through the cracks. 

Schedule: Full Time, Flexible Schedule During CST Business Hours.

Key Responsibilities

• Take dictation and accurately transform spoken ideas into structured, polished documents.
• Use AI tools (primarily Gemini) to assist with writing, editing, and content development.
• Convert AI-generated drafts into publication-ready books, reports, magazines, articles, and other long-form content.
• Organize and maintain cloud-based filing systems with proper backups and version control.
• Manage multiple publishing and content projects simultaneously.
• Track project timelines, follow up on assigned tasks, and proactively provide status updates.
• Collect, organize, and manage images, research materials, and supporting documentation for publications.
• Format and proofread documents to ensure quality and consistency.
• Maintain confidential records and organize sensitive information accurately.
• Complete executive administrative tasks, including online applications, research, scheduling, and documentation.
• Create and maintain organized project documentation using Google Workspace.
• Assist with basic online engagement tasks, including managing designated Gmail accounts and posting comments or reviews when requested.
• Continuously identify opportunities to improve workflows and organizational systems.

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Must-Have Qualifications

• Previous experience as an Executive Assistant, Project Coordinator, Operations Coordinator, or similar administrative role.
• Exceptional written English with excellent grammar.
• Strong critical thinking and problem-solving skills.
• Highly organized with outstanding attention to detail.
• Comfortable taking direction while asking thoughtful clarifying questions.
• Honest, transparent, and accountable. Able to admit mistakes or ask for help rather than guessing.
• Strong follow-through and ability to independently manage multiple priorities.
• Experience using Google Workspace and cloud-based document management.
• Comfortable learning and using AI tools such as Gemini or ChatGPT.
• Excellent documentation and information management skills.
• Ability to handle confidential and sensitive information with discretion.

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Preferred Qualifications

• Experience supporting entrepreneurs, executives, authors, or content creators.
• Publishing or self-publishing experience.
• Experience formatting books, reports, magazines, or long-form documents.
• Experience organizing large digital libraries and cloud storage systems.
• Familiarity with Canva or basic document layout tools.

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Success in This Role

The ideal candidate is someone who:

• Thinks independently and solves problems before asking for help.
• Executes quickly without sacrificing quality.
• Is highly dependable and follows through on commitments.
• Keeps projects organized and moving without constant supervision.
• Uses AI as a productivity tool—not as a replacement for critical thinking.
• Communicates clearly, honestly, and proactively.
• Creates systems that make information easy to find, update, and maintain.