Administrative Assistant

• Fully own and manage the COO’s calendar, serving as the gatekeeper for all internal and external commitments.
• Evaluate and prioritize requests based on business value, urgency, relationships, and strategic importance.
• Proactively design the daily and weekly schedule to balance meetings, focus time, decision windows, travel, communication, and personal commitments.
• Anticipate conflicts and resolve them independently with minimal disruption.
• Build and maintain a consistent executive operating rhythm including prep documents, briefing notes, meeting packets, follow-ups, and debriefs.
• Ensure the COO enters every meeting fully prepared with context, decisions required, and materials organized.
• Track all action items, deadlines, and commitments across functions, ensuring execution without requiring the COO’s reminders.
• Maintain a real-time pulse on priorities, shifting agendas and reorganizing the day as needs evolve.
• Coordinate personal and professional logistics to maintain a seamless daily experience.
• Support travel, events, household coordination, scheduling, and other needs that ensure an organized and friction-free daily flow, acknowledging that personal and professional demands often intersect and must be managed together to maintain continuity.
• Maintain strict confidentiality and boundary management across all matters.
• Serve as a trusted liaison between the COO and senior leaders, board members, partners, and external stakeholders.
• Draft, refine, and send communications on the COO’s behalf with precision and professionalism.
• Ensure clarity in communication flow so the COO is continuously informed of risks, deadlines, issues, and decisions requiring attention.
• Organize and manage information, documents, and knowledge systems for quick access and efficient decision-making.
• Prepare summaries, talking points, briefing notes, follow-ups, and structured updates before and after all key meetings.
• Identify conflicts, risks, or dependencies early and elevate them with clear recommendations.
• Build and maintain the COO’s task management system, ensuring alignment with strategic goals.
• Follow up with leaders across the organization to close loops and drive accountability.
• Keep the COO’s schedule and priorities aligned with board deadlines, operating cadences, and strategic initiatives.

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