Executive Assistant

We are seeking a highly organized, proactive, and discreet Executive Assistant to support the Chief Operating Officer (COO). The successful candidate will serve as a trusted partner to the COO, managing priorities, coordinating strategic initiatives, facilitating communication, and ensuring the smooth operation of the COO's office.

This role requires exceptional organizational skills, attention to detail, business acumen, and the ability to manage multiple priorities in a fast-paced environment.

• Manage the COO's calendar, scheduling meetings, appointments, and travel arrangements.
• Prioritize and coordinate competing demands on the COO's time.
• Prepare meeting agendas, briefing materials, presentations, and reports.
• Screen and manage incoming communications, ensuring timely responses and follow-ups.
• Maintain confidential records and sensitive information with the highest level of discretion.

• Act as a liaison between the COO and internal/external stakeholders.
• Coordinate cross-functional meetings and ensure action items are tracked and completed.
• Draft, review, and edit correspondence, presentations, and executive communications.
• Facilitate communication across departments to support operational objectives.

• Assist in tracking strategic initiatives and operational projects.
• Monitor project milestones, deadlines, and deliverables.
• Prepare status reports, dashboards, and executive summaries.
• Support process improvement initiatives and operational efficiency programs.
• Conduct research and gather information to support decision-making.

• Organize executive meetings, leadership meetings, and board-related activities as required.
• Record minutes, document decisions, and follow up on action items.
• Ensure timely distribution of meeting materials and reports.

• Arrange domestic and international travel, including flights, accommodation, visas, and itineraries.
• Coordinate executive events, leadership offsites, and stakeholder meetings.
• Manage travel expenses and expense reporting.
• Maintain filing systems, records, and documentation.
• Support budget tracking and vendor coordination when required.
• Handle special projects and assignments from the COO and leadership team.

• Bachelor's degree in Business Administration, Management, Communications, or a related field preferred.

• 5+ years of experience as an Executive Assistant supporting C-level executives.
• Previous experience supporting a COO, CEO, or senior leadership team is highly desirable.
• Experience in a fast-paced corporate environment.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience with collaboration and productivity tools (e.g., Teams, Slack, Asana, ).
• Strong project coordination and stakeholder management skills.
• Ability to work independently and exercise sound judgment.
• High level of professionalism, integrity, and confidentiality.
• Excellent problem-solving and multitasking capabilities.
• Strong attention to detail and follow-through.

• Ability to anticipate needs and proactively resolve issues.
• Strong business acumen and understanding of operational priorities.
• Capability to manage multiple projects simultaneously.
• Effective relationship-building across all levels of the organization.
• Commitment to maintaining confidentiality and professionalism.