Executive Assistant to the Chief Operating Officer (COO)
The Executive Assistant to the COO provides high-level administrative, operational, and strategic support to the Chief Operating Officer of . This role serves as a trusted partner to the COO, helping manage daily priorities, streamline operations, coordinate cross-functional initiatives, and ensure the efficient execution of business objectives across a fast-paced, multi-entity organization.
The ideal candidate is proactive, highly organized, detail-oriented, and capable of handling sensitive and confidential information with professionalism and discretion. This individual must be able to anticipate needs, manage competing priorities, and operate effectively in a dynamic executive environment.
Responsibilities
Executive & Administrative Support
- Manage complex and constantly changing calendars, meetings, and executive priorities for the COO
- Coordinate domestic and international travel arrangements, itineraries, accommodations, and expense reporting
- Prepare agendas, presentations, reports, briefing materials, and meeting recaps
- Screen and prioritize communications, including emails, phone calls, and meeting requests
- Serve as gatekeeper and liaison between the COO and internal/external stakeholders
- Maintain highly confidential business and personnel information with discretion
Operational & Strategic Support
- Track key initiatives, operational priorities, and follow-up items across departments
- Assist with project coordination, timelines, reporting, and accountability tracking
- Support executive meetings by preparing materials, documenting action items, and ensuring timely follow-up
- Coordinate communication and collaboration between senior leadership teams and operational departments
- Conduct research, compile data, and prepare executive summaries to support decision-making
- Help streamline administrative and operational processes to improve efficiency
Relationship Management & Communication
- Build strong working relationships across departments and with external partners, vendors, and clients
- Draft professional correspondence and executive communications on behalf of the COO
- Assist with planning executive meetings, leadership events, and company initiatives
- Represent the COO’s office with professionalism, urgency, and exceptional customer service
Qualifications:
- Bachelor’s degree preferred
- 5+ years of experience supporting C-level executives, preferably within a fast-paced corporate environment
- Exceptional organizational, multitasking, and time-management skills
- Strong written and verbal communication abilities
- Ability to exercise sound judgment, maintain confidentiality, and work independently
- Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
- Experience coordinating across multiple departments and managing executive-level priorities
- Highly adaptable, resourceful, and proactive with strong attention to detail
Preferred:
- Experience supporting executives in consumer products, manufacturing, distribution, logistics, beverage, or multi-entity organizations
- Familiarity with executive reporting, operational coordination, and project management
- Experience working in a family-owned or privately held business environment is a plus
