What are the responsibilities and job description for the Executive Assistant / Chief of Staff position at Heritage Distribution?
Job Description
Job Description
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.
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