Role Purpose

The Executive Assistant to the COO is a high-trust, execution-focused role responsible for enabling the COO to operate at maximum efficiency. This role goes beyond administrative support, it acts as a partner in managing priorities, driving follow-through, and ensuring operational alignment across the business.

Success in this role is defined by proactive ownership, strong judgment, and the ability to anticipate needs, remove bottlenecks, and ensure that key initiatives move forward without friction.

Key Responsibilities

1. Executive Support & Calendar Management

• Manage and optimize the COO’s calendar, ensuring alignment with business priorities 
• Coordinate internal and external meetings, including agendas, materials, and logistics 
• Act as a gatekeeper for the COO’s time and attention 

2. Operational Coordination

• Track key initiatives, deadlines, and deliverables across teams 
• Follow up with stakeholders to ensure timely execution of action items 
• Assist in documenting and improving internal processes and workflows 

3. Communication Management

• Draft, review, and manage internal and external communications on behalf of the COO 
• Ensure clear and consistent communication across teams 
• Summarize meetings and translate discussions into actionable next steps 

4. Project & Task Management

• Support the COO in managing cross-functional projects 
• Maintain dashboards, trackers, and reports for visibility on key metrics and initiatives 
• Identify risks or delays and proactively escalate or resolve issues 

5. Research & Data Support

• Prepare reports, presentations, and briefing materials 
• Organize and maintain critical documents and records 

Key Outcomes / KPIs

• COO’s calendar is optimized and aligned with strategic priorities 
• High completion rate of action items and initiatives 
• Minimal missed deadlines or follow-ups across teams 
• Clear, timely communication and documentation 
• Improved operational efficiency and reduced bottlenecks 

Qualifications

• 1+ years experience as an Executive Assistant, Operations Coordinator, or similar role 
• Strong organizational and project management skills 
• Excellent written and verbal communication skills 
• High level of discretion, professionalism, and reliability 
• Ability to work independently and manage multiple priorities 

Preferred Experience

• Familiarity with CRM tools, project management platforms (e.g., Asana, ClickUp), and Google Workspace 
• Background in startups, agencies, or high-growth environments 

Core Competencies

• Execution Excellence – Delivers with accuracy, speed, and consistency 
• Communication Clarity – Conveys information concisely and effectively 
• Discretion & Trustworthiness – Handles sensitive information with integrity 

Role Scope

• Reports directly to the COO 
• Works cross-functionally with internal teams and external stakeholders