Project Coordinator & Executive Assistant to CEO

Position Type: Full-Time
Compensation: $32–$48 per hour (DOE)
Location: On-Site (Sacramento, CA)
Reports To: CEO

Role Overview

This is a high-trust Project Coordinator-EA role supporting the CEO. We are seeking a multi-dimensional, highly organized, and tech-savvy professional to support Lead Attorney/Business Owner in managing fast-paced legal and business operations. This role is designed to offload administrative, operational, and coordinator tasks to free up time for the CEO to focus on driving the business mission and strategic initiatives. This role offers a unique opportunity to contribute meaningfully in a supportive way to the firm’s mission while working closely with a visionary leader.

Key Responsibilities

• Project Coordination and Management: Coordinate and manage project timelines, tasks, and stakeholder communication, ensuring high-level objectives are broken down into clear, structured plans and successfully executed. This role also entails taking direct ownership of assigned projects, executing them from inception to successful and timely completion
• Efficiency & Workflow Optimization: Streamline processes and systems related to Lead Attorney/Business Owner’s desk and daily operations. Identify and implement tools to improve productivity, reduce duplication, and reduce manual tasks.
• Reporting & Analysis: Generate business reports for finance, operations, and marketing; maintain dashboards and summaries of priorities.
• R&D Support: Support the creation and organization of an R&D ecosystem for the firm.
• Call Screening & Communication Management: Screen incoming calls and managing professional correspondence with discretion, professionalism and accuracy.
• Calendar Management: Manage and coordinate CEO calendars across multiple platforms; schedule meetings, court appearances, and travel; anticipate and resolve conflicts.
• Email & Document Management: Review, prioritize, and respond to emails; draft and edit correspondence; oversee business file organization and document control. Maintain confidentiality and discretion in all communications.
• Collaboration & Coordination: Work closely with operations to maintain operational efficiency; prepare for meetings and ensure readiness of materials.
• Travel Arrangements and Errands: Book and arrange travel; prepare itineraries and ensure seamless logistics. Perform off-site errands and tasks for the CEO as needed, using personal, reliable transportation. Ensure timely completion of errands while maintaining confidentiality and professionalism.
• Administrative & Operational Support: Organize and track contracts sent to Lead Attorney/Business Owner. Prepare summaries of tasks and maintain a daily dashboard of priorities. Assist in preparing materials and scheduling for business and strategy sessions.

Requirements

• 3+ years Project Coordinator, or Project Manager experience supporting CEO, COO, or CTO.
• Project & Task Management experience (e.g., Asana, Click Up, Monday.com, etc.)
• PMP or CAPM Certification (license number verifiable)
• Capable of building hierarchies, creating templates, managing dependencies, and configuring workflows.
• Experience independently screening and vetting contractors, not just collecting resumes, but evaluating quality, fit, and execution capability.
• Enterprise Documentation & Knowledge Systems, including SOP creation, Decision logs, meeting summaries, etc.
• Experience in SaaS, legal tech, fintech, or platform startups
• History of working with CEOs during scale, build, or transformation phases
• Advanced Microsoft 365 and knowledge of legal platforms, cross‑platform calendar management. Experience creating status dashboards and reports using Excel, pivot tables, and PPT.
• Strong professional writing skills to be able to draft/edit business correspondence; high level of discretion and confidentiality.
• Proven ability to organize, plan and coordinate appearances, meetings, and complex travel; resolve conflicts proactively.
• Business and Service‑oriented, reliable, and collaborative.
• Possesses strong business knowledge and the ability to anticipate operational needs, ensuring alignment with the firm’s strategic goals.
• On‑site in Sacramento; flexible to occasional early/late hours as needed

Ideal Candidate Profile

1. Proven experience as a Project Coordinator or similar role
2. Advanced proficiency in Microsoft Office and document management systems.
3. Strong written and verbal communication skills
4. Ability to pivot quickly and manage competing priorities
5. Discreet, reliable, and service-oriented mindset
6. Has run multi-workstream projects, not just personal task lists
7. Comfortable owning project plans, risk logs, and status reporting
8. Must have participated in at least one of the following:
   1. Software platform launch
   2. Internal System implementation (CRM, ERP, BI, LMS, AI agentic rollout)
   3. Product rollout
   4. Department build-out
9. Confidentiality & Security Exposure
   1. Worked under NDAs, privileged information, and legal documents
   2. Experienced with access controls, assigning permission, and least privileged concepts
10. This role requires strong critical thinking skills and proficiency with AI tools. The ideal candidate can independently evaluate information and use AI to enhance analysis, problem‑solving, and execution across both independent and managed projects.

Compensation & Benefits

• Competitive salary commensurate with experience.
• Health, dental, and vision.
• 401(k) with employer contribution available after one year of employment.
• Professional development opportunities and training support.
• PTO

Additional Requirements

• Must have reliable transportation, valid CA driver’s license, and a clean, insurable driving record.
• Physical ability to lift, carry, and move items weighing up to 25 pounds, as well as perform typical office‑related physical tasks as needed.
• Employment contingent on successful background check.

EEO Statement

York Law Firm is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Interview Process Notice:

Candidates selected to move forward in the hiring process are required to complete a Wedge interview, which consists of a short series of recorded video responses to pre‑assigned questions. The Wedge interview must be completed within three (3) calendar days of receipt. All responses are confidential and reviewed solely by the hiring team. Candidates who advance beyond the Wedge interview stage may be required to complete a Predictive Index (PI) assessment as part of the evaluation process.

Failure to complete any required interview or assessment within the designated timeframe will result in disqualification from further consideration.

*As a part of our hiring process and in accordance with applicable laws, York Law Firm will conduct a lawful background check after a conditional offer of employment is made. This background check may include verification of employment history, education, professional licenses, and references. For roles where legally permissible, consumer credit report and/or driving record may also be reviewed.

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