Executive Assistant

About the Role

Apply below after reading through all the details and supporting information regarding this job opportunity.

We are seeking a highly capable, proactive Executive Assistant to provide direct support to our Chief Operating Officer during temporary leave. We are looking for someone who can quickly step in, operate independently, anticipate needs, and serve as a trusted partner to executive leadership without requiring extensive direction.

The ideal candidate thrives in fast-paced, high-growth environments, takes initiative, and is skilled at creating order, efficiency, and structure. You will be responsible for ensuring the COO is prepared, informed, and able to focus on the highest-impact priorities.

This role is fully onsite and requires a high degree of professionalism, discretion, adaptability, and strategic thinking.

Key Responsibilities

• Provide direct executive support to the COO, managing day-to-day priorities and ensuring seamless operations.
• Anticipate executive needs and proactively solve problems before they arise.
• Prepare the COO for meetings by researching attendees, gathering relevant background information, compiling briefing materials, and identifying key discussion points.
• Manage complex calendars, coordinate meetings, and prioritize competing demands.
• Arrange and manage domestic travel logistics, itineraries, and accommodations.
• Prepare presentations, reports, agendas, meeting notes, and executive communications.
• Support board, investor, leadership, and cross-functional meetings as needed.
• Leverage AI tools and technology to streamline workflows, improve efficiency, and support executive decision-making.
• Assist with special projects, operational initiatives, and process improvements.
• Coordinate with internal and external stakeholders while maintaining confidentiality and professionalism.
• Create structure, organization, and repeatable processes that improve executive effectiveness.

Qualifications

Required

• 5+ years of executive assistant, executive support, administrative, operations, or similar experience.
• Experience supporting senior executives, preferably at the C-suite level.
• Exceptional organizational and time management skills.
• Ability to work independently with minimal supervision.
• Strong research, problem-solving, and critical-thinking abilities.
• Proficiency with Microsoft Office, Google Workspace, calendar management, and business productivity tools (AI).
• Strong written and verbal communication skills.
• Demonstrated ability to manage sensitive and confidential information.

Preferred

• Experience in a startup, high-growth company, venture capital, private equity, investment, or entrepreneurial environment.
• Experience supporting board meetings, investor relations, fundraising activities, or executive leadership teams.
• Familiarity with AI-powered tools and emerging technologies.
• Experience creating executive presentations, reports, and operational documentation.

What Success Looks Like

The successful candidate will:

• Stay one step ahead of the COO at all times.
• Require minimal direction and quickly become a trusted partner.
• Anticipate needs, identify potential issues, and proactively provide solutions.
• Ensure meetings, travel, and key initiatives run smoothly.
• Bring a high level of professionalism, resourcefulness, and ownership to every task.
• Create clarity and organization in a fast-moving environment.

Ideal Candidate Profile

The ideal candidate is a self-starter who enjoys figuring things out before being asked. They are naturally curious, detail-oriented, and resourceful. They know how to balance strategic thinking with administrative execution and can confidently support executive leadership in a dynamic, fast-scaling organization. xihmbke Experience within venture capital, private equity, startups, or similar high-performance environments is highly desirable.