Executive Assistant Operations Team

Executive Assistant Operations Team

We are seeking a highly organized and proactive Executive Assistant to support our Operations leadership team. This individual will serve as a critical hub for the COO and senior Operations leadership managing schedules, driving accountability, technical briefing, and ensuring seamless day-to-day execution across the team. The ideal candidate thrives in a fast-paced environment, takes ownership of follow-through, and is comfortable engaging with senior executives both across the organization and with external stakeholders.

Key Responsibilities

• Briefing Document Preparation Prepare comprehensive briefing materials for executive meetings, with a particular focus on vendor and third-party engagements.
• Meeting Quarterback Serve as the driving force behind recurring team meetings by capturing action items, tracking follow-ups, and ensuring accountability across headquarters, firm senior leadership, and legal teams. Follow-through on action items is the single most critical element of this role.
• Inbox Management Monitor, organize, and manage the COO's email inbox, ensuring timely responses, flagging high-priority messages, and drafting correspondence as needed. Serve as a gatekeeper to streamline communication and ensure nothing falls through the cracks.
• Calendar & Scheduling Management Own and manage the COO's calendar and coordinate scheduling for the broader Operations team. Proactively resolve conflicts, prioritize meeting requests, and ensure the COO's time is allocated effectively across internal and external commitments.
• Travel Coordination Manage and book all travel arrangements for Operations management, ensuring logistics are handled efficiently and proactively.
• Expense Management Process and reconcile all expense reports for the COO and Operations senior leadership in a timely and accurate manner.
• COO Weekly Snapshot Own the preparation and accuracy of the COO's weekly management snapshot, coordinating with stakeholders to ensure all updates are current and reliable.
• Operational Cadence Management Act as the primary organizer for the Weekly Ops Call, CapEx Call, and weekly budget meetings including agenda preparation, distribution of action items via Monday.com, and persistent follow-up with responsible parties.

Qualifications & Requirements

• Minimum 5 years of administrative or executive assistant experience, preferably supporting senior leadership in a fast-paced corporate environment.
• Ability to understand and communicate at a technical level in the power delivery and data center space
• Exceptionally organized with a proven ability to manage competing priorities and maintain attention to detail under pressure.
• Strong interpersonal skills comfortable engaging with and holding executives accountable to deadlines and deliverables.
• Excellent written and verbal communication skills, with the ability to prepare polished but concise documents and correspondence on behalf of senior leaders.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint); experience with expense management and travel booking platforms is a plus.
• Self-starter mentality takes initiative, anticipates needs, and operates with a high degree of independence and discretion.