Executive Assistant to the COO and CEO  

The Executive Assistant to the Chief Operating Officer (COO) and President/Chief Executive Officer (CEO) is a high-level administrative role that supports both executives in a fast-paced, dynamic business environment. This position requires exceptional organizational skills, strong communication abilities, and a proactive, solutions-oriented mindset. The Executive Assistant will act as a liaison between the COO, President/CEO, and other stakeholders, manage schedules, coordinate high-level meetings, and ensure the seamless operation of day-to-day activities for the executive team.

Key Responsibilities:

1. Executive Support:
   • Provide high-level administrative support to the COO and President/CEO, managing their calendars and other correspondences with discretion and professionalism.
   • Coordinate and schedule meetings, appointments, and events, ensuring optimal time management for both executives.
   • Prepare and organize materials, reports, presentations, and other documents for executive meetings.
     
2. Communication Liaison:
   • Act as the primary point of contact between the executives and internal/external stakeholders, including employees, clients/investors, and partners.
   • Draft and proofread correspondence on behalf of the executives, including emails, memos, and presentations.
   • Screen and prioritize concerns and inquiries, ensuring timely responses or appropriate delegations.
     
3. Project Management:
   • Assist with tracking and managing key projects and initiatives led by the COO and President/CEO, ensuring deadlines and deliverables are met.
   • Coordinate with internal teams, external vendors, and third-party organizations to facilitate project progress.
   • Maintain project documentation and status updates, providing reports as needed.
     
4. Meeting and Event Coordination:
   • Organize logistics for meetings, conferences, and executive events, including arranging travel, accommodations, and transportation.
   • Prepare agendas, meeting notes, and follow-up action items to ensure effective execution and follow-through on decisions.
   • Ensure executives are fully prepared for meetings and events, anticipating needs and providing relevant background information.
     
5. Travel Coordination:
   • Arrange domestic and international travel, including flights, hotels, car services, and itineraries.
   • Ensure all travel arrangements align with executives’ schedules and priorities.
     
6. Office Management and Coordination:
   • Manage office supplies and resources, ensuring the smooth operation of the executive office.
   • Maintain filing systems, both physical and digital, and ensure timely access to important documents.
   • Handle routine office management tasks, including maintaining office equipment and systems.
     
7. Strategic Support:
   • Conduct research and prepare summaries or briefings on industry trends, market insights, and competitive analysis to support executive decision-making.
   • Assist with strategic planning and implementation by tracking goals and providing relevant updates.
     
8. Performs other related tasks that may be assigned from time to time.

• Bachelor’s degree in Business Administration, Management, or related field
• At least 5 years of experience in a similar executive assistant or administrative role
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools
• Ability to work independently and take initiative in a fast-paced, evolving environment
• Strong interpersonal skills and the ability to work with a diverse range of individuals and teams
• Discretion and the ability to handle confidential matters with professionalism
• Proactive, detail-oriented, and able to prioritize effectively
• High level of emotional intelligence and adaptability
• Ability to maintain composure and professionalism under pressure
• Strong problem-solving skills and a solutions-oriented mindset