Executive and personal assistant to the chief operating officer

Overview

We are seeking a highly organized and proactive Executive and Personal Assistant to support our Chief Operating Officer (COO). This vital role requires a detail-oriented professional with exceptional administrative, organizational, and communication skills. The successful candidate will serve as a trusted partner in managing the COO’s daily schedule, coordinating projects, handling confidential information, and facilitating seamless office operations. This position offers an exciting opportunity to contribute to a dynamic organization by ensuring the COO’s efficiency and effectiveness in achieving strategic goals.

Responsibilities

• Manage and coordinate the COO’s calendar, including scheduling meetings, appointments, and business travel arrangements using tools such as Microsoft Outlook Calendar and Google Workspace.
• Provide comprehensive administrative support, including drafting correspondence, proofreading documents, transcribing meetings, and preparing reports with precision and professionalism.
• Organize and facilitate internal communication among departments to ensure alignment on projects, deadlines, and organizational priorities.
• Plan and execute company events, meetings, and conferences from inception to completion, ensuring all logistics are handled efficiently.
• Handle bookkeeping tasks using QuickBooks or similar accounting software, including data entry, invoicing, expense tracking, and basic bookkeeping duties.
• Maintain confidentiality when handling sensitive information related to executive decisions, personnel matters, or strategic initiatives.
• Support the COO with personal tasks such as managing personal appointments or organizing special events to ensure a balanced work-life integration.
• Utilize video conferencing software for virtual meetings and ensure all technical aspects are functioning smoothly for seamless communication.

Requirements

• Proven experience as an executive assistant or personal assistant supporting C-suite executives in fast-paced environments.
• Strong proficiency with productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and video conferencing platforms like Zoom or Teams.
• Demonstrated ability in event planning, project coordination, office management, and bookkeeping using QuickBooks or comparable software.
• Excellent typing skills with high accuracy; capable of data entry and transcription tasks efficiently.
• Exceptional organizational skills with the ability to prioritize multiple tasks while maintaining attention to detail under tight deadlines.
• Outstanding written and verbal communication skills coupled with professional phone etiquette.
• Ability to handle confidential information discreetly with integrity at all times.
• Technical proficiency in managing calendars, scheduling tools (such as Microsoft Outlook Calendar), file management systems, and office equipment.

Join our team as we empower our leadership through exceptional support services that drive organizational success!

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Relocation assistance

Work Location: Hybrid remote in Santa Ana, CA 92704