Executive Assistant to Support COO at White Plains Mission Driven Firm

Executive Assistant

Our client, one of the fastest-growing mission driven companies in White Plains, is seeking an exceptional Executive Assistant to support its Chief Operating Officer. Built around an innovative, people-first model, the organization is transforming the emergency veterinary care experience for pets, their families, and its employees alike. This is an Executive Assistant role supporting a busy senior executive within a dynamic, rapidly growing organization. The EA will be responsible for managing the COO's day-to-day administrative needs, ensuring their time is used effectively, coordinating complex logistics, and keeping priorities organized and moving forward. The ideal candidate is polished, proactive, highly organized, and genuinely enjoys the Executive Assistant function. They will have strong judgment, exceptional attention to detail, and the ability to anticipate needs and operate independently while building strong relationships across the organization. This role is based in White Plains, NY and requires 5 days/week onsite.

Responsibilities:

• Provide comprehensive Executive Assistant support to the COO, ensuring seamless day-to-day organization and execution
• Manage a complex and ever-changing calendar, coordinating internal and external meetings and proactively resolving scheduling conflicts
• Prioritize meeting requests and help ensure the COO's time remains aligned with key business priorities
• Coordinate domestic and occasional international travel, including flights, accommodations, ground transportation, itineraries, and last-minute changes
• Prepare and process expense reports accurately and efficiently
• Coordinate meeting logistics and ensure the COO has the necessary information and materials ahead of meetings
• Track follow-ups, deadlines, and administrative priorities to ensure nothing falls through the cracks
• Serve as a professional point of contact for internal and external stakeholders
• Build strong relationships across the organization and work closely with other Executive Assistants and members of the leadership team
• Anticipate needs, proactively identify potential issues, and solve problems before they arise
• Handle highly confidential and sensitive information with discretion and sound judgment
• Provide light personal support as needed
• Assist with ad hoc administrative projects and special initiatives as needed
• Maintain flexibility outside of traditional business hours when business needs arise

Requirements:

• 8+ years of Executive Assistant experience supporting a COO, CEO, President, Founder, or other C-suite/senior executive
• Experience working within a fast-paced, high-growth organization strongly preferred
• Exceptional calendar management, scheduling, travel coordination, and organizational skills
• Highly proactive with the ability to anticipate needs and stay several steps ahead
• Strong judgment and ability to independently prioritize competing demands
• Exceptional attention to detail and follow-through
• Polished, professional, and confident communicator with strong interpersonal skills
• Ability to build trusted relationships across all levels of an organization
• Calm and solutions-oriented when priorities shift or last-minute needs arise
• High level of discretion when handling confidential information
• Tech-savvy and comfortable learning and utilizing new systems and tools
• Collaborative, low-ego approach with a willingness to jump in wherever needed
• Bachelor's degree preferred

Hours:

• Monday-Friday, 8:30am-5:30pm
• 5 days/week onsite in White Plains, NY
• Flexibility outside of standard business hours as needed
• Parking, train costs, or other commuting expenses can be covered for candidates commuting from Manhattan or surrounding areas

Salary:

• Up to $150,000 base (DOE) + Discretionary bonus + Comprehensive benefits + 401(k) + Wellness benefits + Parking/commuter assistance