Assistant Project Coordinator

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discounts
• Health insurance
• Paid time off
• Vision insurance

Reports to: Creative Director
Location: In-Office | Ontario, CA
Type: Full-Time
Work Environment: In-person, collaborative office setting

About Ashtel Studios
Ashtel Studios is a fast-growing consumer products company with over 20 years of experience bringing fun, design-forward products to market. We work with major national retailers and well-known brands across categories including oral care, baby/kids, personal care, and wellness. In 2023, Ashtel Studios was recognized as an Inc. 5000 honoree, ranking among Americas fastest-growing companies.
Our team is collaborative, fast-paced, and solutions-oriented. We value people who are organized, proactive, and take pride in keeping projects moving forward.

Role Overview
The Assistant Project Coordinator supports the Project Management Department by coordinating tasks across internal teams and external vendors while helping ensure project requests from Sales and other departments are executed accurately and on time.
This role plays a key part in keeping projects organized, documented, and moving forward. The ideal candidate communicates clearly, understands urgency, and can manage multiple moving parts without losing attention to detail. You will help create efficiency in day-to-day workflows and ensure that project deliverables stay on track.

Key Responsibilities
Project Coordination & Tracking

• Assist in defining project goals, timelines, and deliverables
• Track project status, milestones, and variances
• Identify potential risks or issues and alert appropriate stakeholders early
• Track project issues through resolution and document outcomes

Communication & Support

• Support internal teams, including Sales and Business Development, with project-related requests
• Provide timely, clear responses to internal and external communications, client inquiries, and project questions
• Help facilitate communication across departments to ensure alignment

Project Management Platform (Monday.com)

• Maintain accurate and up-to-date project records in Monday.com
• Ensure proper documentation and that users are following required workflows and steps
• Assist in improving consistency and accountability within the platform

Meetings & Documentation

• Attend regular meetings related to creative and product development projects
• Take clear, accurate notes and ensure action items are documented and followed up on
• Meet regularly with the Project Management team to review project status and priorities

Asset & Approval Coordination

• Assist with delivering project assets to internal and external stakeholders
• Help gather cross-functional feedback and approvals to keep projects moving forward

Core Competencies

• Communication: Clear, concise written and verbal communication
• Attention to Detail: High level of accuracy in tracking, documentation, and follow-through
• Organization: Strong ability to manage information, tasks, and timelines
• Adaptability: Comfortable working with changing priorities and project scopes
• Time Management: Able to prioritize tasks and manage multiple projects simultaneously
• Problem Solving: Proactive thinker who can identify issues and help drive solutions
• Multitasking: Capable of handling several projects at once without losing focus

Qualifications

• 2+ years of experience in project coordination or project management
• Experience managing multiple projects with changing priorities
• Comfortable working in a fast-paced, deadline-driven environment
• Self-motivated, resourceful, and collaborative
• Experience with Monday.com is a plus, but not required