Executive Assistant / Chief of Staff

POSITION SUMMARY:

The Executive Assistant / Chief of Staff to the COO plays a critical role in supporting the COO in managing operational priorities, driving strategic initiatives, and ensuring the smooth functioning of the organization. This hybrid role requires a professional who can balance high-level strategic planning with hands-on administrative support. The ideal candidate is a proactive problem-solver, exceptional communicator, and highly organized individual capable of managing multiple priorities in a fast-paced environment while handling sensitive and confidential information with the utmost discretion. They must also be process-oriented, ensuring efficiency and effectiveness in workflows, decision-making, and problem resolution.

KEY RESPONSIBILITIES:

Strategic Support

• Serve as a trusted advisor and thought partner to the COO, contributing to decision-making processes and strategic planning.
• Lead and manage key initiatives and projects on behalf of the COO, ensuring alignment with company goals and timely execution.
• Monitor and report on the progress of company objectives, identifying potential risks and recommending solutions.
• Act as a liaison between the COO and internal/external stakeholders to ensure effective communication and collaboration.
• Apply analytical and problem-solving skills to resolve challenges and streamline processes to enhance efficiency.

Operational Management

• Prepare presentations, reports, and briefings for meetings with the executive team, board of directors, and other stakeholders.
• Manage the COO’s calendar, ensuring alignment with priorities and efficient time management.
• Coordinate cross-departmental initiatives, ensuring follow-through on assigned action items and deadlines.
• Handle correspondence, emails, and communications on behalf of the COO, prioritizing urgent matters.
• Establish and optimize operational processes to improve organizational effectiveness and productivity.

Administrative Support

• Plan and coordinate travel arrangements, itineraries, and expense reports for the COO.
• Organize and facilitate executive meetings, including preparing agendas, taking minutes, and tracking follow-ups.
• Ensure confidential and sensitive information is handled with utmost discretion.
• Support day-to-day administrative tasks, ensuring seamless operations for the COO.
• Identify opportunities to enhance workflows, implementing structured processes for increased efficiency.

Leadership and Team Engagement

• Foster relationships across the organization to maintain a clear understanding of operational needs and team dynamics.
• Represent the COO in meetings or at events when required, embodying the company’s values and vision.
• Act as a sounding board for the COO, offering feedback and insights on operational or strategic issues.

KEY EXPERIENCES AND CAPABILITIES

• Bachelor's degree in Business Administration, Communications, or a related field; advanced degree (MBA or equivalent) a plus.
• 5 years of experience in a similar role, supporting C-level executives.
• Strong project management skills, with a proven ability to plan, execute, and deliver complex projects on time and within scope.
• Excellent written and verbal communication skills.
• Strong problem-solving capabilities, with a structured and analytical approach to decision-making.
• Highly process-oriented, with a track record of improving workflows and operational efficiencies.
• High level of emotional intelligence, discretion, and interpersonal skills.
• Proven ability to handle and safeguard sensitive and confidential information.
• Proven ability to work independently and handle complex, ambiguous situations.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (e.g., Teams, Slack).
• Strong track record of effective data analysis and visualization.
• Attention to detail, ensuring accuracy and consistency in all deliverables.