OVERSTORIES is seeking an inter-disciplinary, creative and hands-on project manager / executive assistant to lead and oversee projects from conception to completion across the
company, ensuring that all project deliverables are on time, within scope, and within budget.
They will coordinate with our stakeholders, internal teams, and third-party vendors across industries to manage resources, adhere to agreed timelines, mitigate risks, and achieve successful project outcomes. They will work directly with the Founder & Executive Director of Overstories, acting as their operator and implementer, trusted to execute on their strategy and vision.
The ideal candidate will have excellent communication and organizational skills, along with the ability to apply project management methodologies. We’re looking for multi-disciplinary
experience - particularly in the creative space, great people-instincts, and a track record of proven past successes, helping us re-vamp our existing systems as well as creating new ones to help us optimize our operations.
Most of all, we are looking for a resourceful changemaker who wants to help us transform society’s relationship to Nature for the better. We’re a small team with stratospheric ambition,
strong output and a lot to say. We need someone who is rigorous and nimble, can keep up with the fast pace and everything that gets thrown at us – and still keep a fun-spirited attitude while doing it.
PROJECT MANAGEMENT
● Oversees and manages the day-to-day operations of the company
● Cultivate a positive, meaningful and supportive day-to-day team environment
promoting collaboration, productivity and accountability – particularly important with
a remote team
● Lead the planning and implementation of projects, e.g. building a project timeline with
key stakeholder input and setting the project scope, goals, and deliverables;
● Coordinate and liaise with internal and external stakeholders across sectors for the
flawless execution of projects;
● Ensure that all projects are delivered on time, within scope, and within budget;
● Develop and strategise detailed project plans, ensuring resource availability and
allocation;
● Manage changes to project scope, project schedule, and project costs using appropriate
verification techniques;
● Perform risk management to minimize project risks;
● Maintain comprehensive project documentation;
● Monitor progress and adapt workflows as necessary to meet evolving demands;
● Implement and manage technology solutions and systems to improve operations, such
as CRM platforms, project management softwares, internal communication platforms
EXECUTIVE ASSISTANCE
● Coordinating and managing complex calendars by serving as primary point of contact,
including scheduling meetings, appointments, and travel arrangements;
● Prioritizing conflicting demands and ensuring the most efficient use of the executive’s
time;
● Preparing agendas, materials, and presentations for meetings, and following up on any
action items to ensure timely completion;
● Arranging all aspects of domestic and international travel (i.e., securing visas, flights,
hotels, cars, venue reservations, creating detailed itineraries and providing support when
needed throughout traveler’s trip);
● Providing general administrative support to the executives, such as screening phone
calls, drafting and preparing correspondence, managing contacts, and handling special
projects and initiatives as assigned;
● Processing and tracking expense reports, reconciling credit card statements, and
maintaining accurate records;
WHAT TO BRING
● 3-5 years of experience as an Executive Assistant or in a similar role;
● Previous experience with personal diary management and creating organisational
systems to better optimise the Founder’s schedule;
● Proven experience as a project manager in a similar role or industry;
● Strong knowledge of project management methodologies (e.g. Agile, Waterfall,
SCRUM);
● Exceptional organizational and multitasking skills;
● Ability to manage resources, budgets, and timelines effectively;
● Proficiency in project management/workflow software (e.g., Notion) and Microsoft
Teams
● Ability to take initiative and have the ability to exercise judgement in complex and
ambiguous situations;
● Ability to work independently with minimal supervision and as part of a team;
● A passion for working in the environmental, impact, and creative space
The position is remote, based on Eastern Standard Time, on a 2-month full-time freelance contract starting ASAP, and the potential to grow into a permanent role in the mid-term.
Our team is based between New York and London, meeting twice a week virtually with opportunities for in-person meetings throughout the year.
We especially welcome applicants from underrepresented groups.
About Us
OVERSTORIES is an impact agency representing our one client: Nature.
Connecting culture to on-the-ground impact, we are an ecosystem of strategists, scientists,
creatives and tech innovators – a team as unique and dynamic as the world we’re trying to protect.
Acting as the connective tissue between environmental causes, forward-thinking companies and
philanthropists, our work bridges divergent sectors to link urgent need with bold action.
