Executive Assistant to COO- Insurance Company

Job Description

Job Description

Salary: $45-52K

Executive Assistant to Chief Operating Officer (COO)

Job Description

Summary / Objective

We are seeking a highly organized, proactive, and trustworthy Executive Assistant to the COO to provide high-level administrative, operational, and strategic support. This role serves as a key partner to the COO, helping drive operational excellence across the organization while supporting the Consulting Teams (Risk Management, Nurse Consulting, and HR Consulting) and our affiliate, Brighton Consulting Group (BCG).

The ideal candidate is a detail-oriented self-starter who can anticipate needs, manage competing priorities, and act as a central communication hub between leadership, consulting teams, clients, and staff. This role blends executive-level support with hands-on administrative coordination in a fast-paced, client-focused environment.

Essential Functions

Strategic & Executive Support

• Serve as a trusted partner to the COO, helping drive initiatives from planning through execution
• Support organizational priorities by coordinating projects, tracking deliverables, and ensuring follow-through.
• Conduct research and prepare reports, presentations, and materials to support decision-making
• Anticipate needs and proactively align daily activities with departmental and company
• Visit consulting clients and determine needs, pain points, and solutions.

Administrative & Operational Management

• Manage and prioritize the COOs calendar, schedule, email communications, and meeting coordination.
• Coordinate internal and external meetings, including agendas, materials, and follow-up actions.
• Maintain organization of files, documents, and operational systems.
• Support office management functions and ensure smooth day-to-day operations.
• Administer consulting CRM process and software
• Handle correspondence, phone calls, and general communications with professionalism and discretion.

Consulting Team Support (Risk, Nurse, HR, BCG)

• Provide administrative and coordination support to Consulting Team leaders and projects.
• Assist with scheduling client meetings, managing deliverables, and tracking project timelines.
• Collaborate with consulting teams to ensure efficient workflows and high-quality client service.
• Help prepare client-facing reports, presentations, and documentation.
• Support cross-functional communication between consulting teams and company leadership.

Data Analytic Skills

• Administration of the Consulting CRM process and software

Client & Relationship Management

• Serve as a professional point of contact for clients, partners, and internal staff
• Build and maintain strong relationships while delivering exceptional customer service.
• Manage sensitive communications and handle confidential information with discretion.

Events & Project Coordination

• Coordinate consulting and client-related events, including planning, logistics, and execution
• Assist with special projects and initiatives across departments as needed.

Leadership & Culture

• Promote a positive, professional, and collaborative work environment
• Demonstrate company core values: Tell the Truth, Work Hard, Have Fun!
• Communicate priorities and directives effectively across teams.
• Create Raving Fans with all internal and external interactions

Education & Experience

• Associates degree or greater required
• Experience supporting executives, leadership teams, or client-facing roles preferred
• Experience in project management, consulting support, and data analytics is preferred

Knowledge, Skills & Abilities

• Exceptional organizational skills with strong attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment
• High level of discretion and professionalism with confidential information.
• Proficiency in Microsoft Office Suite (Excel, Office), Data Analytic software, calendar management, and project management tools.
• Strong interpersonal skills and ability to build relationships across teams.
• Self-starter with the ability to work independently and as part of a team.
• Experience with CRM systems and data management is a plus.

Physical Demands

• Regularly required to sit, use hands, speak, and hear.
• Frequently required to stand, walk, and reach.
• Occasionally lift or move up to 25 pounds.

Work Environment & Travel

• Fast-paced, professional office environment.
• Occasional travel for meetings, events, or training may be required.
• Day time travel to clients businesses is required

Core Values

We expect every team member to reflect our core values in their daily work:

• Work Hard Take ownership, stay driven, and deliver results
• Tell the Truth Act with honesty, transparency, and integrity
• Have Fun Foster a positive environment and build meaningful relationships

Our mission is to create raving fans through every interaction.