Executive Assistant and Project Coordinator, Office of the COO

POSITION SUMMARY:

The Executive Assistant & Project Coordinator supports the Chief Operating Officer (COO) by driving projects to completion, managing daily administrative functions, and coordinating communication on behalf of the Executive office. This role requires exceptional organizational skills and a high level of attention to detail to plan, track, and execute cross-functional projects and initiatives, while ensuring seamless day-to-day operations for the Executive office with KCM staff. A central focus of this role is assisting the COO with the full range of administrative and project-management functions required to establish a new university, including coordinating timelines, documentation, and communication across accreditation, licensure, staffing, and operational work streams. Conducts research and handles confidential information, exercising considerable judgment and discretion in completing special assignments. Reports directly to the COO and assists with all duties as assigned.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Project Management & Coordination:

• Plan, track, and manage executive-level projects from initiation through completion, building timelines, milestones, and status reports.

• Ensure project deadlines are met by proactively identifying risks, dependencies, and bottlenecks, and escalating issues to the COO as needed.

• Maintain detailed, accurate project documentation, trackers, and action-item logs; follow through on outstanding items until closed.

• Provide regular status updates to team members and stakeholders on project timelines, deliverables, and next steps.

• Prepare and distribute communication and presentation materials for Executive Leadership Team (ELT) meetings.

• Continually review responsibilities, processes, and procedures to identify opportunities for greater efficiency and effectiveness.

University Start-Up Support:

• Serve as the COO's right hand in coordinating the administrative, logistical, and project-management functions required to establish a new university, from initial planning through opening.

• Build and maintain master project plans and timelines tracking milestones across accreditation, licensure, facilities, staffing, curriculum, and enrollment work streams.

• Research and compile information on state authorization, accrediting-body requirements, and other regulatory requirements; maintain organized documentation of filings, submissions, and deadlines.

• Coordinate with legal counsel, consultants, and outside vendors engaged to support the new institution's formation (incorporation, policies, facilities, technology, etc.).

• Compile, format, and organize foundational documents prepared by academic and administrative leadership — such as academic catalogs, student/faculty handbooks, and policies and procedures.

• Coordinate scheduling, candidate tracking, and communications for the hiring process of founding faculty, administrators, and staff, in partnership with and support of HR.

• Coordinate meetings, site visits, and communications with prospective accrediting agencies, state officials, and educational partners.

• Maintain a centralized repository of start-up documentation, correspondence, and decisions for easy reference by the COO and Executive Leadership Team.

Administrative Support:

• Provide administrative support to the COO as needed.

• Schedule and coordinate meetings, calendars, and information flow supporting the Executive office.

• Maintain organized filing systems for documents, proposals, and presentations.

• Handle confidential and sensitive information with discretion and professionalism.

• Coordinate travel arrangements for the Office of the COO and communicate consistently with the COO about ministry initiatives.

• Attend meetings as directed; compile minutes and follow-up emails confirming decisions and tasks assigned to appropriate individuals.

• Edit and prepare PowerPoint presentations

• Perform other duties as assigned.

Communication Management:

• Act as a point of contact for internal and external communication, relaying messages to the appropriate parties on behalf of the COO Office.

• Collaborate with HR, directors, and staff to address administrative needs and facilitate smooth operations.