Executive Assistant

Job Description: Executive Assistant to the COO Salary: $80,000 - 90,000 annually Position Summary The Executive Assistant to the Chief Operating Officer provides high-level administrative, operational, and strategic support. This role requires exceptional organizational judgment, discretion, and the ability to operate effectively in a high-growth, operationally driven environment.

The ideal candidate is detail-oriented, anticipates needs, and manages competing priorities with ease. The EA acts as a trusted partner, ensuring executive priorities are executed efficiently while enabling seamless communication, coordination, and decision-making across the organization.

Reporting Relationship Reports to: Chief Operating Officer (COO)

Key Responsibilities Executive & Strategic Support

• Serve as a trusted right-hand partner to the COO, anticipating needs and proactively managing priorities.
• Provide secondary or shared support to other Executives as required.
• Act as a gatekeeper for the COO, managing access, priorities, and sensitive communications.
• Prepare Executives for meetings and presentations with well-organized briefs and materials.

Calendar & Time Management

• Assist with the management of the COO’s high-volume calendar across multiple time zones.
• Prioritize and optimize scheduling to align with business-critical objectives.
• Coordinate and schedule internal and external meetings, leadership offsites, and board-related sessions.
• Anticipate conflicts and proactively propose solutions.

Meetings & Operations

• Plan and manage meetings, including agenda development, logistics, note-taking, and action tracking.
• Prepare correspondence, presentations, reports, and briefing materials.
• Manage preparation and follow-up for recurring Executive and Leadership meetings.
• Maintain clear documentation and dashboards for executive priorities.

Travel & Logistics

• Coordinate complex domestic and international travel, including itineraries, visas, accommodations, and contingencies.
• Arrange ground transportation and car bookings as needed.
• Manage expense reporting and reimbursement for the COO.
• Review, validate, and submit expense reports for the COO’s direct reports, ensuring accuracy, compliance, and timely approval in line with company policies.

Confidentiality & Governance

• Handle highly sensitive and confidential information with discretion and professionalism.
• Support compliance with internal policies, controls, and governance requirements.
• Assist with board, audit, or legal-related administrative coordination as needed.

Process Improvement & Special Projects

• Identify opportunities to improve executive workflows, tools, and processes.
• Lead or support special projects and cross-functional initiatives on behalf of the COO.
• Partner with other EAs to ensure consistency, coverage, and best practices across the executive team.

Executive Coordination & Follow-Through

• Coordinate inputs, materials, and logistics for Leadership meetings.
• Support internal alignment by working closely with the COO’s direct reports and leadership team.
• Track, follow up on, and ensure timely completion of executive action items and commitments.

Required Qualifications

• 3+ years of experience as an Executive Assistant supporting Executives.
• Experience supporting a COO or Operational Executive is strongly preferred.
• Exceptional organizational, time-management, and prioritization skills.
• Strong written and verbal communication skills.
• High level of professionalism and discretion.
• Ability to manage ambiguity, shifting priorities, and tight deadlines.
• Advanced proficiency in Microsoft Office and collaboration tools (Outlook, Teams, PowerPoint, Excel, etc.).

Preferred Qualifications

• Experience in a global, fast-paced, or matrixed organization.
• Familiarity with board support, leadership offsites, or executive governance processes.
• Project management experience or certification is a plus.

Key Competencies

• High level of discretion and confidentiality
• Proactive problem-solving mindset
• Attention to detail with the ability to think strategically
• Strong interpersonal and relationship-building skills

Working Style & Expectations

• Operates with a high degree of autonomy and accountability.
• Comfortable working across time zones and outside standard business hours when required.
• Collaborative team pla…