Executive Assistant

Position Summary:The Executive Assistant to the Chief Operations Officer (COO) and Chief Executive Officer (CEO) will serve as a key strategic partner, ensuring seamless operations and providing high-level support in a growth paced environment. This role requires a highly organized, proactive individual with excellent communication skills, technical proficiency, and a strong commitment to professionalism. The Executive Assistant will directly represent the COO and CEO, interface with board members, senior executives, and key stakeholders, and manage complex projects with precision and discretion.ESSENTIAL DUTIES AND RESPONSIBILITIESThe following duties are normal for this position. This list is not to be construed as exclusive or all inclusive. Other duties may be required and assigned.Key Responsibilities:Manage and maintain the COO's and CEO's calendars, travel, and daily schedules with precision, resolving conflicts and ensuring efficiency.Serve as the primary liaison between the COO, CEO, internal departments, board members, investors, and external stakeholders.Coordinate logistics for board and investor meetings, including venue setup, technology management, presentation preparation, and meeting support.Plan and manage business meetings, dinners, and company events with thorough attention to detail.Handle confidential information with the utmost discretion and professionalism.Utilize Microsoft Office Suite (PowerPoint, Excel, Word, Outlook, Teams, Visio) and AI tools for data analysis, presentation creation, and enhanced productivity.Anticipate needs, manage multiple projects simultaneously, and ensure timely completion.Prepare summaries of financial reports, board materials, and key performance metrics.Research and implement productivity tools to enhance the COO's and CEO's workflow.Negotiates and manages home office contracts and overall office services for home office team members.Supports orientation and onboarding of new home office team members in collaboration with the human resources team, fostering team member engagement.SUPERVISORY RESPONSIBILITIESOversee and/or manage efforts related to the Office Manager role. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.Critical Qualifications:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Bachelor's degree in Business, Finance, Technology, or related field preferred.5+ years of experience as an Executive Assistant or in a similar high-level support role or final year/recent MBA graduate.Exceptional organizational and time management skills.Strong communication skills, both written and verbal.Proficiency in Microsoft Office Suite, especially PowerPoint and Excel.Experience with AI tools and a strong willingness to learn and implement new technologies.High level of professionalism and ability to represent the COO and CEO to high-profile stakeholders.Curiosity, initiative, and a proactive approach to problem-solving.Flexibility to work outside of standard business hours as needed.Preferred Qualifications:Current MBA student or recent graduate with a background in data analysis, project management, or technology.Ability to work independently, prioritize tasks, and manage multiple projects simultaneously.Strong interpersonal skills and the ability to build relationships across all levels of the organization.What We Offer:Competitive total compensation.Relocation assistance if needed.Opportunity to work directly with the C-suite of a leading company in the industry.Pathway to career growth in finance, operations, or technology within the company.A dynamic work environment where your contributions directly impact the company's success.Most Critical Traits for Success:Professionalism and Polish: Represent the COO and CEO with integrity and confidence.Proactive Curiosity: Anticipate needs and take initiative without being asked.Technical Savviness: Leverage technology to streamline operations and enhance productivity.Attention to Detail: Ensure all tasks are completed accurately and efficiently.Discretion and Confidentiality: Handle sensitive information with care.If you are a highly motivated, tech-savvy professional eager to take on a challenging and rewarding role, we encourage you to apply.The employer is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.

Created: 2025-02-18