Job Description
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.
