Executive Assistant to the Chief Operating Officer (COO)

About the Role

We are seeking a sharp, highly proactive, and detail-obsessed Executive Assistant to serve as the critical right hand to our Chief Operating Officer. Operating in a high-growth, fast-paced environment, this is not a routine administrative post—it is an operational partnership.

You will anticipate executive needs before they arise, command the calendar, own executive travel logistics, track commitments across multiple initiatives, and ensure the COO walks into every meeting fully briefed and prepared to execute.

What You’ll Do

• Complex Calendar & Schedule Ownership: Mastermind and protect the COO’s schedule. Balance high-priority meetings, strategic planning blocks, board commitments, and operational reviews while resolving conflicts proactively.
• Travel Coordination: Plan seamless end-to-end business and personal travel—including flights, ground transportation, hotels, and detailed day-by-day itineraries with contingency plans.
• Briefings & Meeting Prep: Assemble comprehensive daily and weekly briefing dossiers. Gather background materials, metrics, context, and attendee profiles well in advance of every internal and external call.
• Communications & Gatekeeping: Monitor, filter, prioritize, and draft communications across email and messaging platforms. Serve as a professional, discreet liaison between the COO, leadership team, clients, and partners.
• Commitment & Deadline Tracking: Maintain a rigorous system tracking all executive commitments, deliverables, action items, and outstanding follow-ups across teams to ensure zero dropped balls.
• Meeting Documentation & Action Items: Attend key operational meetings to capture precise notes, extract action items, and drive accountability across internal stakeholders.
• CRM Data & Operational Reporting: Pull, organize, clean, and format data reports from the CRM system; assist with executive dashboard tracking and pipeline review prep.
• Research & Presentations: Conduct focused operational and market research, synthesize findings, and prepare high-impact slide decks and executive summaries.
• Special Projects & Errands: Manage ad-hoc executive projects, light personal coordination, and logistics to ensure the COO remains fully focused on top-tier business objectives.

What You Bring

• Experience: 4+ years of proven experience as an Executive Assistant supporting C-suite executives (COO, CEO, or equivalent) within high-growth, fast-moving companies.
• Miami Location: Local to the Miami area with reliable mobility for business errands and on-site executive syncs.
• Proactive Intuition: Exceptional anticipation skills—you solve operational bottlenecks before they hit the executive’s radar.
• Discretion & Judgment: Flawless integrity and confidentiality handling sensitive business, financial, and personnel information.
• Tech & Tool Fluency: Highly proficient with Google Workspace / Microsoft 365, CRM systems, task/project management software (e.g., Asana, ClickUp, Notion), and modern presentation tools.
• Communication: Exceptional written and verbal communication skills; ability to draft clear, concise executive-level correspondence.
• Poise Under Pressure: Adaptable, calm, and decisive when schedules shift and priorities pivot rapidly.

Benefits & Perks

• Competitive base salary commensurate with experience
• Comprehensive Benefits
• Paid time off (PTO) and company holidays
• Clear growth path and exposure to executive leadership in an expanding enterprise

Benefits:

• 401(k)
• Dental insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Pay: $65,000.00 - $75,000.00 per year