Hire a Project Coordination Assistant

Every Project on Track, Every Owner Accountable

Hire a remote project coordination assistant from the Philippines or South Africa. Your assistant builds project plans, tracks deadlines and dependencies, runs status meetings and chases every open action item. You set the goals. Your coordinator keeps the work moving.

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Project coordination assistant presenting a project analytics dashboard on a screen while holding a tablet
  • Fee$1,997 USDFlat recruitment fee
  • Speed7 to 10 daysTo a vetted shortlist
  • Protection3 monthsReplacement guarantee
  • Track record1,000+Businesses served since 2014

What Your Project Coordination Assistant Handles

  • Project plans and timelines

    Your coordinator builds the work breakdown structure (WBS), sets milestones and maps dependencies in a Gantt chart or timeline view, so everyone sees the critical path.

  • Task assignment and tracking

    Your coordinator assigns tasks in Asana, ClickUp, Monday.com or Jira, sets due dates and follows up before deadlines slip.

  • Status reporting

    Your coordinator sends a weekly status report with red, amber and green (RAG) ratings for scope, schedule and budget, plus the decisions you need to make.

  • RAID log management

    Your coordinator maintains the RAID log of risks, assumptions, issues and dependencies, and escalates any item that threatens a milestone.

  • Meeting coordination and minutes

    Your coordinator schedules kickoffs, standups and steering meetings, sends the agenda, takes minutes and distributes action items within 24 hours. Our guide to meeting preparation shows the system.

  • RACI and stakeholder updates

    Your coordinator builds a RACI matrix (responsible, accountable, consulted, informed) so every task has one owner, then keeps each stakeholder group updated at the right level of detail.

  • Vendor and contractor coordination

    Your coordinator tracks deliverables, deadlines and invoices from agencies, freelancers and suppliers, and flags late work early.

  • Sprint and backlog support

    For Agile teams, your coordinator prepares sprint planning, updates the Scrum or Kanban board, tracks velocity and runs retrospective notes.

  • Resource and capacity tracking

    Your coordinator tracks who works on what, flags overloaded team members and updates the resource plan when priorities change.

  • Change requests and documentation

    Your coordinator logs scope changes, records approvals and keeps project documents current in Confluence, Notion or Google Drive.

Pricing

One-time recruitment fee

$1,997 USD

Paid once

  • Sourcing and screening
  • A practical coordination test
  • Your shortlist
  • The replacement guarantee

You then pay your assistant’s monthly salary directly, with no agency markup and no long-term contract.

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Monthly salary, paid to your assistant

Monthly salaries by level and country (USD)
Level Philippines South Africa
Mid-level$1,000 to $1,500 a month$1,330 to $2,300 a month
Senior$1,500 to $2,000+ a month$2,300 to $3,300+ a month

Why Do Leaders Hire a Project Coordinator?

Coordination eats the week. Asana’s 2023 Anatomy of Work Global Index surveyed more than 9,600 knowledge workers in six countries. It found that people spend 58% of their day on “work about work”: chasing status updates, searching for information, and switching between apps.

A project coordination assistant takes that load. Your coordinator chases the updates, keeps the plan current, and puts one clear status report in front of you each week. Your team spends more time on the work itself.

Project coordination assistant pointing to a data analytics dashboard on a large screen during a team meeting

How Your Project Coordinator Works

Every project follows one rhythm:

  1. KickoffYou share goals, deadlines, budget, and stakeholders.
  2. PlanYour coordinator builds the WBS, timeline, RACI matrix, and RAID log.
  3. Set upYour coordinator configures the project board, templates and automations.
  4. RunDaily task follow-ups, weekly status meetings, and live risk tracking.
  5. ReportA weekly RAG status report with decisions, risks, and next steps.
  6. CloseA closeout report, lessons learned, and archived documents.
DeliverableBest for
Project plan and Gantt timelineLaunches, events, office moves and implementations
Weekly RAG status reportLeadership updates and board reporting
RAID logRisk control on complex projects
Meeting agendas and minutesKickoffs, standups and steering meetings
RACI matrixClear ownership across teams and vendors
Closeout reportLessons learned and handover

How You Work Together

  • Hours

    Full-time, 40 hours a week, dedicated to you

  • Time zone

    Your business hours or an agreed overlap window. South Africa sits six to seven hours ahead of New York. Philippine assistants often work US hours.

  • Communication

    Slack, Microsoft Teams, Zoom, email or WhatsApp

  • Tasking

    Your existing project board, or a short Loom video brief

  • Check-ins

    A 15-minute weekly call to review status and priorities

  • Your time

    About 30 minutes a week to review the status report and make decisions

See our guide to managing a remote executive assistant for more tips.

Who You Hire

Your shortlist includes candidates who:

  • have two or more years of project coordination, project administration or operations experience
  • know a Project Management Institute (PMI) framework such as the PMBOK Guide, or hold a CAPM or PMP certification at senior level
  • work comfortably in Agile methods such as Scrum and Kanban, and in Waterfall plans
  • build clean Gantt charts, trackers and dashboards
  • write short, clear status updates
  • follow up persistently and politely
  • pass our written and spoken English assessment

Project Management Tools Your Coordinator Uses

  • Project and work management

    • Asana
    • ClickUp
    • Monday.com
    • Smartsheet
    • Wrike
    • Trello
    • Basecamp

  • Software and product teams

    • Jira
    • Linear
    • Azure DevOps

  • Scheduling and Gantt charts

    • Microsoft Project
    • Smartsheet
    • TeamGantt

  • Documentation

    • Confluence
    • Notion
    • Google Workspace
    • Microsoft 365
    • SharePoint

  • Communication

    • Slack
    • Microsoft Teams
    • Zoom
    • Loom

  • Automation and reporting

    • Zapier
    • Make
    • Looker Studio
    • Power BI

  • Time and resource tracking

    • Harvest
    • Toggl
    • Float

Your coordinator works inside your existing tools and account permissions. Compare options in our guide to project management tools for executive assistants.

How We Vet Project Coordination Assistants

  1. Practical coordination test: candidates turn a messy project brief into a timeline, RACI matrix, and first status report.
  2. Tool check: a live walkthrough in Asana, Jira, Monday.com, or your chosen platform.
  3. Writing sample: a weekly status update that must lead with risks and decisions.
  4. Confidentiality interview: NDAs, data handling, and access rules.

You interview the finalists and choose your hire. Your assistant signs an NDA and works only inside your approved systems with two-factor authentication. See how we set up vetting, NDAs and data security.

What Stays Outside the Role

TaskOwner
Project goals, scope and budget approval You or your project sponsor
Hiring, firing and performance decisions You
Signing contracts and approving payments You or your finance team
Technical or specialist work, such as coding, design or engineering Your delivery team

Who Hires a Project Coordination Assistant

  • Agency owners running many client projects at once. See our page for agency owners.
  • Startup founders and CEOs managing product launches, fundraising, and hiring plans. See our page for startup founders and CEOs.
  • E-commerce brands coordinating product drops, suppliers, and marketing calendars. See our e-commerce executive assistant page.
  • Real estate investors coordinating renovations, contractors and closings. See our page for real estate investors.

Frequently Asked Questions

What is the difference between a project coordinator and a project manager?

A project manager owns the project’s goals, budget and key decisions. A project coordinator runs the day-to-day mechanics: schedules, task tracking, meetings, status reports and follow-ups. Many leaders act as their own project manager and hire a coordinator to keep the work moving.

Can my project coordinator work in my existing tools?

Yes. Your coordinator works in the tools your team already uses, such as Asana, Jira, Monday.com, ClickUp or Smartsheet, under your account permissions.

Can I hire a part-time project coordinator?

Full-time coordinators deliver the most consistent follow-up. If your project load runs under 20 hours a week, ask about a fractional arrangement on your call.

Can one coordinator handle several projects?

Yes. Most coordinators run three to six active projects at once, depending on size. Your coordinator keeps one master view across every project.

How is a project coordinator different from a virtual executive assistant?

A virtual executive assistant manages your calendar, inbox and travel. A project coordination assistant manages project plans, team tasks and status reporting across your projects. Many leaders hire one assistant who covers both.

Get Your Project Coordinator in 7 to 10 Days

Tell us about your projects, your team, and your tools. We send a shortlist of vetted coordinators who fit your workflow and your hours.

Book a free discovery call

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