The Executive Assistant to the Chief Operating Officer (COO) and President/Chief Executive Officer (CEO) is a high-level administrative role that supports both executives in a fast-paced, dynamic business environment. This position requires exceptional organizational skills, strong communication abilities, and a proactive, solutions-oriented mindset. The Executive Assistant will act as a liaison between the COO, President/CEO, and other stakeholders, manage schedules, coordinate high-level meetings, and ensure the seamless operation of day-to-day activities for the executive team.

Key Responsibilities:

Executive Support: Provide high-level administrative support to the COO and President/CEO, managing their calendars and other correspondences with discretion and professionalism. Coordinate and schedule meetings, appointments, and events, ensuring optimal time management for both executives. Prepare and organize materials, reports, presentations, and other documents for executive meetings.
Communication Liaison: Act as the primary point of contact between the executives and internal/external stakeholders, including employees, clients/investors, and partners. Draft and proofread correspondence on behalf of the executives, including emails, memos, and presentations. Screen and prioritize concerns and inquiries, ensuring timely responses or appropriate delegations.
Project Management: Assist with tracking and managing key projects and initiatives led by the COO and President/CEO, ensuring deadlines and deliverables are met. Coordinate with internal teams, external vendors, and third-party organizations to facilitate project progress. Maintain project documentation and status updates, providing reports as needed.
Meeting and Event Coordination: Organize logistics for meetings, conferences, and executive events, including arranging travel, accommodations, and transportation. Prepare agendas, meeting notes, and follow-up action items to ensure effective execution and follow-through on decisions. Ensure executives are fully prepared for meetings and events, anticipating needs and providing relevant background information.
Travel Coordination: Arrange domestic and international travel, including flights, hotels, car services, and itineraries. Ensure all travel arrangements align with executives’ schedules and priorities.
Office Management and Coordination: Manage office supplies and resources, ensuring the smooth operation of the executive office. Maintain filing systems, both physical and digital, and ensure timely access to important documents. Handle routine office management tasks, including maintaining office equipment and systems.
Strategic Support: Conduct research and prepare summaries or briefings on industry trends, market insights, and competitive analysis to support executive decision-making. Assist with strategic planning and implementation by tracking goals and providing relevant updates.
Performs other related tasks that may be assigned from time to time.