Executive Assistant to Chief Operations Officer

Job description

The Executive Assistant to the COO is a strategic partner and trusted right-hand to the Chief Operating Officer, responsible for managing executive priorities, protecting the COO's time, and ensuring the smooth execution of critical initiatives across the organization. This role coordinates cross-functional projects, anticipates the needs of the executive office, and works proactively to ensure that deadlines, deliverables, and key business priorities are met.

The ideal candidate operates with sound judgment, discretion, and a high degree of professionalism, serving as a key liaison between the COO and department leaders across Tropicana Companies.

Compensation

Pay:
Up to $25.00 per hour, depending on experience.

Key Responsibilities

Responsibilities will begin at a foundational level and expand as the individual builds knowledge of the company and demonstrates increasing capability. Initial and developing responsibilities include:

• Managing the COO's calendar, including scheduling and prioritizing appointments, meetings, and conferences
• Helping manage priorities and deadlines on behalf of the COO, with increasing ownership as experience grows
• Tracking projects and following up with department leaders on outstanding items
• Preparing reports, presentations, and meeting agendas
• Recording meeting minutes and tracking action items through to completion
• Assisting with HR, legal, and other confidential documentation with discretion and accuracy
• Coordinating and communicating with department managers on behalf of the COO
• Acting as a point of contact for the COO's phone calls, correspondence, and inquiries
• Arranging travel logistics, including itineraries, accommodations, and expense reporting
• Preparing correspondence, documentation, and other materials as needed
• Taking on additional projects and greater independent responsibility as knowledge and skills develop
• Performing other duties as assigned to support the executive office

Core Competencies

• Intelligence and sound judgment
• Initiative and a proactive approach to work
• Strong organizational skills and attention to detail
• Discretion and the ability to handle confidential information appropriately
• Adaptability in a changing, fast-paced environment
• Ability to learn quickly and apply new information
• Ability to work independently after receiving appropriate training
• Professionalism and reliability

Qualifications & Experience

• High school diploma or equivalency required
• Associate's or bachelor's degree in business administration, Communications, or a related field preferred
• Prior experience in administrative support, executive support, property management, leasing, compliance, or a related field is preferred but not required
• Candidates who demonstrate strong judgment, organization, and the ability to learn quickly are encouraged to apply regardless of years of experience

Software & Technical Skills

• Microsoft Outlook, Teams, and One Drive
• Advanced Microsoft Office Proficiency, particularly Excel
• Adobe Acrobat
• AI productivity tools (e.g., ChatGPT, Microsoft Copilot)
• Property management software experience preferred (e.g., Blue moon or similar platforms)

Success in This Role

Success in this role is measured by the Executive Assistant's ability to:

• Stay organized and reliably follow through on assigned tasks and deadlines
• Communicate clearly and follow up consistently with department leaders
• Exercise good judgment and discretion, especially with confidential information
• Demonstrate growing independence and sound decision-making as familiarity with the company increases
• Free up the COO's time by taking ownership of assigned responsibilities with minimal oversight

Growth Opportunity

This position offers meaningful opportunities for professional growth. As the individual demonstrates strong performance, ability, and a growing knowledge of Tropicana Companies' operations, there is potential for advancement into higher-level operational or leadership roles within the organization.

Work Schedule & Travel

• Full-time schedule; availability outside standard hours may be required based on business needs and deadlines
• Occasional travel may be required depending on business needs

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