Project Coordinator VA
A project coordinator VA manages the administrative and communication layer of your projects so nothing slips between updates.
Discuss your support needs ↗
The day-to-day scope
What your assistant can handle
Project tracking
Maintain project boards in Asana, Monday, Notion, or your tool of choice.
Milestone management
Track deadlines and flag risks before they become blockers.
Stakeholder updates
Draft and send structured status updates on your behalf.
Documentation
Create and maintain meeting notes, decision logs, and project briefs.
Action item follow-up
Chase outstanding tasks so you do not have to.
Process templates
Build reusable templates for repeating project types.
Where this role helps
Built for your working reality.
Project manager
Administrative overhead is crowding out actual project leadership.
Offloads coordination tasks so the PM can focus on decisions and stakeholders.
Agency owner
Client projects stall because no one owns the in-between work.
Creates a reliable coordination layer that keeps client projects visible and on schedule.
Director of product
Cross-functional work lacks a clear owner for follow-up.
Adds a dedicated coordinator who owns the connective tissue between teams.
Getting started
A practical path to delegation.
Project intake
Share current projects, tools, and communication norms.
Board setup
VA audits and organizes your project boards to match your workflow.
Ongoing coordination
Weekly cadence reviews; your VA drives follow-ups and status flows.
Before the handoff
Give the role a clear brief.
Start with project tracking and milestone management. Share an example of completed work, the current process, and the person who approves changes.
Inputs your assistant will need
Provide approved access, current templates, task frequency, deadlines, and the escalation contact. Keep permissions limited to the agreed responsibilities.
A useful weekly handoff
Ask for completed tasks, pending items with owners, upcoming deadlines, and decisions needed from your team. Agree on what requires approval before any commitment is made.
From clients of our parent company · Stealth Agents reviews
Great communication, efficient and proactive assistant, visible business growth.
The easiest VA onboarding process. Communicative and helpful throughout.
Lindsay has been incredible. She handles the tactical work, which has freed me up to focus on bigger-picture initiatives.
They have made a real difference in our day-to-day operations and truly feel like part of our internal team.
The team learned my brand and goals and transformed my business. My dream team.
We especially appreciate how diligent and pleasant Evy is. True pros.
Agents tackled diverse tasks seamlessly and manager Charm consistently provides excellent talent matches.
Stealth Agents provided me with a fantastic virtual assistant who has been an absolute asset.
Paolo is exceptional. Communicative, fast turnaround, quality work every time.
Continuously impressed by professionalism, punctuality, attention to detail, and the kind family approach.
Questions about this role
How do we define the scope of project coordinator va support?
Start with the recurring responsibilities listed above and the volume of work you expect. During the consultation, discuss coverage, tools, experience, and approval limits so the role fits your operation.
Can the assistant use our existing tools?
Share your systems and access requirements during the consultation. Tool familiarity and any training needs should be confirmed before the handoff; your team controls permissions.
Who makes final decisions?
Your team keeps responsibility for approvals, budgets, commitments, and policy. The assistant coordinates agreed tasks and escalates exceptions to your designated owner.
Related support
A clearer working week
Start with the work
that keeps coming back.
Bring your recurring tasks, existing tools, and the handoffs that need attention. We will help you define a practical starting role.