We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Chief Operating Officer (COO). The ideal candidate will possess strong communication skills, a professional demeanor, and the ability to manage multiple priorities in a fast-paced environment. This position requires a detail-oriented individual who can attend board meetings, manage complex travel arrangements, prepare emails and reports, and provide general administrative assistance to the COO.

Key Responsibilities:

Board Meeting Support:

• Attend board meetings, taking accurate and detailed meeting minutes.
• Coordinate logistics for board meetings, including scheduling, venue arrangements, and document preparation.
• Ensure all necessary materials and presentations are prepared and distributed ahead of meetings.

Email and Communication Management:

• Manage the COO’s inbox, prioritize and flag emails for timely attention, and draft responses as needed.
• Handle sensitive and confidential information with discretion and professionalism.
• Prepare and send routine correspondence, including emails, letters, and reports on behalf of the COO.

Travel and Schedule Management:

• Arrange complex travel itineraries, including flights, hotel accommodations, and transportation, ensuring cost-effectiveness and adherence to COO’s preferences.
• Manage the COO’s calendar, scheduling meetings, appointments, and conferences while avoiding conflicts.
• Provide detailed itineraries for business trips and ensure all logistics are confirmed.

Administrative Support:

• Handle phone calls, messages, and visitor inquiries, providing timely responses or redirecting as needed.
• Assist in preparing presentations, reports, and other documents for meetings and internal purposes.
• Maintain an organized filing system for both physical and digital documents.
• Support COO with any additional administrative tasks or special projects as needed.

Relationship Management:

• Act as the liaison between the COO and other executives, employees, clients, and external stakeholders.
• Ensure smooth communication and timely follow-up for various internal and external requests.

Skills

Experience: 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting senior executives.

Education: Bachelor’s degree or equivalent work experience preferred.

Skills & Competencies:

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously.
• High attention to detail and accuracy in documentation and communication.
• Exceptional written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proactive and resourceful with a problem-solving mindset.
• Strong interpersonal skills and the ability to interact effectively with a variety of stakeholders.

Working Conditions:

• Standard office hours with occasional overtime or travel required.
• Ability to work in a fast-paced environment and handle shifting priorities.