Executive Assistant

Position Overview

We are seeking a highly professional, organized, and proactive Executive Assistant to directly support our COO in daily operations, strategic coordination, communication, and high-level administrative functions. This role requires exceptional attention to detail, discretion, urgency, and the ability to operate in a fast-paced environment while managing sensitive information and multiple priorities simultaneously. The ideal candidate is dependable, resourceful, highly organized, and capable of acting as an extension of executive leadership to help maintain efficiency, structure, and execution across the company.

Responsibilities

• Manage executive calendars, meetings, appointments, and travel arrangements
• Coordinate internal and external meetings, conference calls, and presentations
• Handle executive communications including emails, calls, and correspondence
• Prepare reports, presentations, documents, and meeting materials
• Track projects, deadlines, action items, and company priorities
• Communicate and coordinate with customers, vendors, partners, and internal departments
• Assist in organizing company initiatives, events, and executive schedules
• Maintain confidential business information with professionalism and discretion
• Support leadership with operational, administrative, and strategic tasks
• Help improve organization, efficiency, and communication throughout the company
• Take meeting notes and ensure follow-through on key initiatives and responsibilities
• Assist with office management and executive-level administrative support as needed

Qualifications

• Strong organizational, communication, and multitasking skills
• Excellent written and verbal communication abilities
• High attention to detail and professionalism
• Ability to work independently and maintain confidentiality
• Strong proficiency in Microsoft Office, Outlook, Teams, and Apple devices
• Ability to prioritize tasks and operate with urgency in a fast-paced environment
• Previous Executive Assistant, Administrative, or Operations experience preferred

Preferred Traits

• Highly dependable and proactive
• Strong problem-solving ability
• Professional and polished demeanor
• Strong sense of urgency and accountability
• Negotiation skills
• Adaptable and capable of handling high-pressure situations
• Excellent follow-through and time management skills

Growth Opportunity

This position offers long-term growth opportunities into Operations Management, Executive Operations, Administrative Leadership, or other senior leadership support roles as the company continues to expand.