Executive Assistant To COO

Key Responsibilities:

Primary Point of Contact:

• Act as the touch point of contact for COO & Sr. Advisor - HR
• Act as the point of contact among executives, employees, clients, and another executive

Calendar and Schedule Management:

• Manage the calendars of the COO and Senior Advisor HR, scheduling meetings, appointments, and travel arrangements.
• Prioritize meetings and commitments, ensuring that time is used efficiently and effectively.

Communication Management:

• Draft, proofread, and format internal and external communications, including emails, memos, reports, and presentations.
• Handle incoming correspondence, screen calls, and direct messages to the appropriate person or team.

Meeting Coordination:

• Prepare agendas for meetings, take detailed meeting minutes, and track action items to ensure follow-up and completion.
• Organize meetings, including logistics, material preparation, and post-meeting follow-up.

Information and Report Management:

• Assist in the preparation and formatting of various reports and presentations, particularly those involving HR and operational data.
• Manage and maintain spreadsheets and databases, ensuring accuracy in Excel-based reports and data.

Travel and Logistics Support:

• Coordinate travel arrangements for both the COO and Senior Advisor HR, including flights, accommodation, and transportation.
• Handle any last-minute changes or issues related to travel plans efficiently.
• Manage travel arrangements, expense claims and travel approvals.
• Manage time bound goal sheets and reviews with direct reports.

Discretion and Confidentiality:

• Handle confidential information with utmost discretion and professionalism.
• Exercise sound judgment in decision-making and problem-solving to manage complex situations.

Proactive Problem Solving:

• Identify opportunities to improve workflow and processes, suggesting proactive solutions to enhance productivity.

Requirements:

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior management, preferably in a fast-paced corporate environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and experience with office technology (e.g., e-calendars, video conferencing tools).
• Exceptional organizational skills with the ability to manage multiple tasks and priorities effectively.
• Excellent written and verbal communication skills, with attention to detail and professionalism.
• Ability to work independently, demonstrating a proactive approach to problem-solving and time management.
• Strong decision-making skills and the ability to remain calm under pressure.
• Ability to maintain confidentiality and discretion with sensitive company and personal information.
• Bachelor's degree or equivalent experience is required.