Executive Assistant-supporting COO

About the Role

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to the Chief Operating Officer (COO) to provide high-level administrative and operational support in a fast-paced, global organization.

This role will work closely with the COO and senior leadership, helping manage priorities, coordinate cross-functional initiatives, streamline communication, and ensure smooth execution of key business activities. The ideal candidate is someone who can anticipate needs, handle sensitive information with discretion, and operate effectively in a dynamic environment.

Key Responsibilities

• Provide comprehensive executive support to the COO, including calendar management, meeting coordination, travel arrangements, and expense management.
• Act as a key point of contact between the COO and internal/external stakeholders.
• Manage and prioritize a complex calendar, ensuring effective scheduling across multiple time zones.
• Prepare meeting agendas, presentations, briefing documents, reports, and other executive-level materials.
• Attend key meetings, capture action items, track follow-ups, and ensure timely closure of commitments.
• Coordinate with senior leaders and cross-functional teams to support strategic and operational priorities.
• Help the COO track key initiatives, deadlines, deliverables, and business priorities.
• Handle confidential and sensitive information with a high degree of professionalism and discretion.
• Support preparation for leadership meetings, business reviews, planning sessions, and company-wide initiatives.
• Coordinate domestic and international travel, including detailed itineraries and logistics.
• Manage correspondence, communications, and follow-ups on behalf of the COO when required.
• Identify potential scheduling conflicts, bottlenecks, and follow-up requirements proactively.
• Assist with special projects and ad-hoc operational initiatives driven by the COO.
• Maintain organized records, documentation, and executive workflows.

Requirements

• 5–8 years of experience as an Executive Assistant, Senior Executive Assistant, Executive Business Partner, or similar role supporting C-level or senior executives.
• Experience supporting a COO, CEO, President, or other senior business leader is highly preferred.
• Strong calendar management and executive scheduling experience.
• Excellent written and verbal communication skills.
• Strong proficiency in Microsoft Office / Google Workspace, including PowerPoint/Google Slides and Excel/Google Sheets.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities and work effectively under tight deadlines.
• Strong interpersonal skills with the ability to interact confidently with senior stakeholders.
• High level of discretion and professionalism when handling confidential information.
• Ability to work independently, anticipate requirements, and take ownership without constant supervision.
• Comfortable working across teams, functions, and time zones.
• Strong problem-solving and follow-through skills.

Preferred Qualifications

• Experience in a fast-paced technology, media, entertainment, digital, or consumer-facing organization.
• Experience working with global or distributed teams.
• Strong project coordination and stakeholder-management skills.
• Ability to create executive presentations, reports, and business updates.
• Experience supporting strategic planning, operating reviews, or leadership offsites.

What Success Looks Like

• The COO’s time and priorities are managed efficiently and proactively.
• Meetings, follow-ups, and executive commitments are well organized and completed on time.
• Leadership communication and coordination happen smoothly across functions.
• The COO has timely access to the information and materials needed for decision-making.
• Business-critical initiatives and administrative workflows are tracked with strong attention to detail.

Pay rate: between $30-45/hr. on W2 based on experience.