Executive Assistant

Job Description Executive Administrative Assistant to the Chief Operating Officer (COO) Position Summary The Executive Administrative Assistant provides high-level administrative and operational support to the Chief Operating Officer (COO). This role manages executive scheduling, coordinates departmental activities, prepares financial and operational documentation, and relieves the COO of clerical, administrative, and business details. The position plays a key role in supporting day-to-day internal operational oversight and ensuring efficient department operations. Essential Duties and Responsibilities Provide direct administrative support to the COO, assisting with daily operational oversight and executive priorities. Support the Accounting Department by providing organizational and administrative assistance under the direction of the COO. Manage and coordinate the COO's calendar using Microsoft Outlook, exercising sound judgment to prioritize meetings, events, and commitments to maintain an organized and efficient schedule. Assist with monthly reporting, financial spreadsheets, and database management. Review invoices for payment and prepare legal and business documents, including contracts. Manage departmental requests and inquiries, following established procedures to respond appropriately or redirect matters to relevant personnel. Work independently and collaboratively on special, ongoing, and nonrecurring projects. Maintain strict confidentiality and exercise discretion when handling sensitive information. Prepare correspondence, presentations, expense reports, and spreadsheets using Microsoft Word, Excel, and PowerPoint. Partner with the COO on special projects, including preparation of financial reports and departmental forecasts. Attend meetings as required; record minutes, track action items, and monitor quarterly goals. Arrange and coordinate executive travel schedules and reservations using online travel resources. Professionally screen and direct incoming calls; take accurate messages and forward calls as appropriate. Retrieve and manage incoming mail in support of the COO. Serve as Department Records Officer by collaborating with Document Control on forms and records management, including revision control, issuance of new forms, obsolescence of outdated forms, and securing form numbers. Prepare, maintain, and organize departmental workflow documentation, standard processes, and procedural policies. Assist leadership and purchasing personnel with non-production purchase requisitions and related documentation. Respond to company-wide inquiries regarding standard processes, procedures, and forms. Pay $75K-$85K DOE

Created: 2026-03-04