Executive Assistant to Chief Operating Officer

About the Role

This position supports the Chief Operating Officer by delivering high-level administrative, operational, and strategic assistance within a dynamic, growing organization. The Executive Assistant serves as a crucial partner to the COO, demonstrating excellent judgment, discretion, and the skill to balance competing priorities while ensuring smooth communication and coordination across teams.

Key Responsibilities

• Act as a reliable right-hand partner to the COO by anticipating needs and managing priorities proactively.
• Offer secondary support to other executives as needed, ensuring broad executive team assistance.
• Manage the COO's calendar, prioritizing engagements to align with critical business goals and resolving scheduling conflicts across multiple time zones.
• Organize and coordinate internal and external meetings, leadership events, and board sessions, including agenda prep, logistics, note-taking, and follow-up tracking.
• Prepare executives for meetings with comprehensive briefs, presentations, correspondence, and reports.
• Arrange complex domestic and international travel plans, including itinerary creation, visa coordination, lodging, transportation, and contingency measures.
• Administer expense reporting and reimbursement for the COO and their direct reports, ensuring policy compliance and accuracy.
• Handle sensitive and confidential information with the utmost professionalism and discretion, supporting governance, audit, and legal coordination when required.
• Drive improvements in executive workflows, processes, and tools, and lead or assist special projects and cross-functional initiatives.
• Work collaboratively with other Executive Assistants to foster consistency and best practices across the leadership team.
• Facilitate coordination among leadership by managing logistics and follow-through on executive actions and commitments.

Qualifications

• Minimum of three years’ experience in an Executive Assistant capacity supporting high-level executives, preferably a COO or operational leader.
• Excellent organizational, prioritization, and time-management skills capable of managing ambiguity and tight deadlines.
• Strong verbal and written communication skills paired with a professional demeanor and confidentiality.
• Advanced skills in Microsoft Office (Outlook, Teams, PowerPoint, Excel) and collaboration software.
• Preferred experience includes working within fast-paced, global, or matrixed environments, familiarity with board-level support and governance processes, and project management experience or certification.
• Essential competencies include discretion, a proactive approach to problem-solving, strategic attention to detail, and relationship-building abilities.

Additional Information

This is a full-time, onsite position based in the United States. The role demands a proactive and adaptable working style in a growth-oriented environment supporting executive priorities and organizational success.

Compensation

Annual salary range: $80,000 to $90,000.