Executive Assistant-Chief Operating Officer

Job Description

Job Description

Title: Executive Assistant to the Chief Operating Officer (COO)

Purpose: This position is responsible for managing the Office of the COO, providing executive-level administrative support to the Chief Operating Officer.

Reports to: Chief Operating Officer

Job Title: Executive Assistant to the Chief Operating Officer

The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative and operational support in a dynamic, fast paced and changing environment. This position plays a critical role in ensuring the efficient operation of the COO’s office and helps coordinate activities across the agency and the various departments within the WeGo agency. The ideal candidate is proactive, highly organized, and capable of handling sensitive information with discretion and in a timely manner. This candidate should also be creative in how they approach their work assignments and be willing to explore and use innovative methods to achieve outcomes. This is an in-office role with occasional work from home with prior authorization.

Key Areas of Responsibilities:

Executive Support & Strategic Coordination

• Manage the COO’s complex calendar, including prioritizing meetings, scheduling internal and external appointments, coordinating travel, and preparing briefing materials.
• Support the COO in organizing, documenting, and following up on key operational initiatives, meetings, and strategic projects.
• Serve as a liaison between the COO and senior leadership, operations staff, administrative assistants, and external partners.

Project & Information Management

• Assist with the coordination and tracking of cross-departmental projects led or sponsored by the COO, including timelines, milestones, and deliverables.
• Develop and maintain a centralized system for organizing key operational documents, internal processes, and transition materials.
• Monitor deadlines and deliverables and prompt follow-up to ensure accountability and momentum on agency initiatives.

Communication & Internal Engagement

• Draft clear, professional correspondence, internal memos, presentations, and talking points on behalf of the COO.
• Support preparation for Board and executive leadership meetings, including agenda creation and follow-up tracking.
• Attend key meetings as requested to capture notes, action items, and ensure continuity across workstreams.

Labor & Administrative Operations

• Coordinate grievance tracking and communication with Local Union representatives; as needed; maintain accurate digital files for all labor documentation.
• Partner with HR, Operations, and other Administrative staff to support internal processes such as onboarding, recognition programs, or committee coordination.
• Organize logistics such as catering, event space setup, and meeting materials as needed for operational planning sessions or recognition events.

Culture & Engagement Support

• Serve as an internal ambassador for WeGo’s employee experience by supporting key engagement, culture, and recognition initiatives.
• Provide administrative and logistical support for internal committees (e.g., Employee Engagement, Safety Committee Meetings, etc.), including scheduling, preparing agendas, capturing notes, and coordinating follow-up items.
• Assist in the coordination of all-staff meetings, internal events, and culture-building activities.
• Collaborate with HR and Communications to help ensure that internal messaging reflects WeGo’s values and operational priorities

Skills & Qualifications

• Excellent organizational, planning, and time-management skills, with strong attention to detail.
• Strong written and verbal communication skills, with the ability to tailor tone and content to varied audiences.
• High emotional intelligence, confidentiality, and discretion in handling sensitive matters.
• Demonstrated ability to take initiative, anticipate needs, and solve problems in a fast-paced and evolving environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with collaboration/project management tools like SharePoint, and Teams preferred.
• Experience in public transit, public service, or unionized environments is a plus.
• Ability to work independently and collaboratively across diverse teams and stakeholders.

Physical requirements with or without reasonable accommodations:

Physical activity includes but is not limited to:

• Sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening, and repetitive motion of hands
• Must be able to operate office equipment, including but not limited to a telephone system, typewriter, computer system, printer, copy machine, facsimile machine, and calculator

This role is ideal for someone who thrives in an operationally complex environment, values public service, and wants to contribute meaningfully to the success of WeGo’s leadership and team culture.