Executive Assistant to Chief Operations Officer

Job Description

Job Description

The Executive Assistant to the Chief Operations Officer is the thought partner in strategic prioritization and will assist the COO in leveraging his/her time by representing him/her in communications where possible and manage incoming requests independently in close coordination with the COO.

Essential Functions

Administrative Support:

Provide comprehensive administrative support to COO, including scheduling meetings, managing calendars, and coordinating travel arrangements.

Prepare and edit correspondence, reports, presentations, and other documents.

Prepares agendas and meeting plans, slide decks and necessary meeting information.

Handle confidential information with discretion.

Meeting Coordination:

Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.

Assist with the preparation of materials for board meetings and other executive sessions.

Communication Management:

Serve as the primary point of contact for internal and external communications on behalf of the executives.

Manage incoming and outgoing communications, including emails, phone calls, and mail.

Identify accountabilities and by-when dates/deadlines that support COO’s commitments, both internally and externally.

Key Performance Indicators (KPIs):

Calendar Management Efficiency:

Percentage of scheduling conflicts resolved proactively.

Timeliness of meeting preparations and follow-ups.

Communication Response Time:

Average response time to emails and phone calls.

Number of communications handled per day/week.

Budget Adherence:

Percentage of projects delivered within budget.

Variance between budgeted and actual project costs.

Stakeholder Satisfaction:

Feedback scores from executives and project stakeholders.

Number of positive vs. negative feedback instances.

Risk Mitigation Effectiveness:

Number of identified risks versus resolved risks.

Impact of issues on project timelines and outcomes.

Required Education and Experience:

Bachelor’s degree in Business Administration, Management, or related field.

Minimum of 5 years of experience in an executive assistant or project management role.

Strong organizational, time management, and multitasking skills.

Excellent communication and interpersonal skills.

Proficiency in project management software and tools.

Ability to work independently and as part of a team.

Strong problem-solving and decision-making abilities.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Work Environment: This role primarily operates in a professional office environment. Some travel may be required to support executive. The role may also require occasional evening or weekend work to meet deadlines or support events. This role in on-site in San Antonio, Texas

Silver Ventures continuously transforms San Antonio through repeatedly reinventing the shared experiences of food and learning to ensure the continued celebration of life and well-being of our children.