Executive Assistant

Summary/Objective

The Executive Assistant to the Chief Operating Officer (COO) will be responsible for supporting the COO in managing day-to-day tasks and helping to drive organizational efficiency. This position involves a combination of administrative duties, project coordination, and communication facilitation. The Executive Assistant will be integral in supporting the COO’s efforts to meet business objectives while streamlining operations and fostering collaboration across teams. Additionally, the role includes contributing to the organization’s marketing efforts and strengthening its digital presence.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist the COO in developing and executing strategic plans and initiatives that align with the company’s objectives
• Oversee and manage key projects and ensuring alignment with organizational goals.
• Prepare meeting agendas, coordinate logistics, and facilitate meetings for the COO to ensure productive discussions.
• Ensure that follow-up is conducted on action items and track the progress of ongoing initiatives to ensure timely completion.
• Provide comprehensive administrative support to the COO by managing their calendar, handling correspondence, drafting emails, creating PowerPoint presentations, and organizing travel logistics.
• Handle phone calls, prioritize and organize mail, and arrange materials, technology, and meeting spaces as needed.
• Manage sensitive and confidential information with utmost discretion and professionalism.
• Represent the COO in meetings, conferences, and other events, ensuring that their interests and priorities are effectively communicated.
• Monitor and report on the status of key initiatives and objectives, ensuring alignment with company goals and identifying areas for improvement.
• Assist in organizing and managing company events with HR, ensuring they are executed smoothly and meet organizational needs.
• Provide support with other administrative tasks and projects, as needed.
• Collaborate with the external marketing team to assist with a range of marketing initiatives, including strategy and execution.
• Assist in creating and writing blog posts, designing social media graphics, drafting marketing emails, developing content, and managing all company social media platforms.

Supervisory Responsibility

This position has supervisory responsibility.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, multi-line telephone system, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 7:30 AM to 4:30 PM. Times may fluctuate based on company requirements.

Travel

This position may require overnight travel. These requirements will vary.

Required Education and Experience

• High school diploma or equivalent; Bachelor’s degree preferred.
• 2 to 3 years of experience in marketing and social media management, with a portfolio showcasing your work.
• 3 years of experience as an Executive Assistant or in a similar role, with a proven track record of successfully managing complex projects and collaborating with cross-functional teams.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

Additional Eligibility Qualifications

• Exceptional organizational and project management skills.
• Strong analytical and problem-solving abilities.
• Excellent communication and interpersonal skills.
• High level of discretion and ability to handle confidential information.
• Strategic thinker with the ability to manage multiple priorities.
• Strong leadership and team-building capabilities.
• Proactive and solution-oriented approach.
• Ability to work under pressure and adapt to changing circumstances.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.