Project Coordinator


Calcey is a global boutique software product engineering firm with offices in the USA, Singapore, and Sri Lanka. For two decades, we have delivered bespoke digital products for startups, SMEs, and global corporations including PayPal, Stanford University, and the Wikimedia Foundation. Recognized as one of the best workplaces in the IT/ITeS sector, we take pride in nurturing a culture where passion thrives. Calcey’s Colombo office requires a Project Coordinator.

What we’re looking for

As a Project Coordinator, you will play a crucial role in supporting the CEO in multiple business ventures and ensuring effective management of their daily activities. This position requires a proactive and detail-oriented individual who can handle the administrative and operational tasks of multiple projects efficiently and maintain a high level of confidentiality.

What You'll Do

  • Assists with or manage special projects which may include specific personal and organizational development initiatives
  • Coordinating project schedules, resources, equipment, and information
  • Liaising with the CEO to identify and define project requirements, scope, and objectives
  • Break projects into doable actions and set timeframes
  • Monitor project progress and handle any issues that arise
  • Act as the point of contact and communicate project status to all participants
  • Work with the Project Manager to eliminate blockers
  • Create and maintain comprehensive project documentation, plans, and reports
  • Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements
  • Act as a representative of the CEO in meetings, emails, and phone calls with internal and external stakeholders
  • Maintain utmost confidentiality in handling sensitive information, including financial documents, board papers, and agreements
  • Liaise with staff, suppliers, and customers as necessary to facilitate smooth operations
  • Maintain accurate and confidential records, files, and data
  • Proactively research and gather information to prepare reports and assist in decision-making
  • Demonstrate flexibility and adaptability to accommodate the CEO’s schedule, which may require occasional travel and working unusual hours

We Expect You To Have

  • 4+ years of experience in an administrative or operational capacity, preferably in a fast-paced environment
  • Strong organizational and time management skills, with the ability to meet strict deadlines
  • Ability to work independently and think critically to solve problems efficiently
  • Excellent communication skills, both written and verbal
  • Fluency in English is required, and proficiency in an additional language would be advantageous
  • High level of integrity and discretion in handling confidential information
  • Excellent analytical skills; ability to quickly aggregate and analyze information
  • Ability to effectively present, communicate, and execute ideas/suggestions given by the CEO
  • Able to handle stressful situations with measured calmness and decisiveness
  • Energetic and entrepreneurial mindset, capable of keeping up with the demands of a hyperactive CEO
  • Willingness to occasionally travel and work extra hours to accommodate urgent, occasional business needs

It's Great If You Have

  • Ability to understand, adapt, initiate, implement processes, and operate in a changing and sometimes undefined environment
  • Analytical thinking and planning, communication, problem-solving, good judgment, and the ability to influence others positively is required
  • Ability to effectively communicate even when the information is sensitive/difficult
  • Demonstrate the ability to multitask, manage multiple projects, prioritize, and meet deadlines in a fast-paced environment
  • Ethical, Courageous, Transparent, Imaginative, Candid, and Responsible

Compensation: A highly attractive compensation package pegged to the US dollar awaits the right individual.

Calcey is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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