Assistant to the Chief Operating Officer

Position Overview

The Assistant to the Chief Operating Officer provides high-level administrative, operational, and strategic support to the COO. This role requires exceptional organizational skills, discretion with confidential information, and the ability to manage competing priorities in a fast-paced executive environment. The Assistant serves as a key liaison between the COO and internal teams, external partners, and executive leadership.

Key ResponsibilitiesExecutive Support & Logistics Coordination

Provide comprehensive day-to-day support to the COO, anticipating needs, managing priorities, and ensuring the smooth operation of the executive office. Coordinate internal and external events, travel, and logistics hosted by or involving the COO, and manage vendor and stakeholder relationships as required.

Meeting & Communication Management

Coordinate and prepare materials for executive meetings, board meetings, and leadership offsites, including agendas, presentations, and briefing documents. Take accurate meeting minutes, track action items, and follow up on deliverables with relevant stakeholders. Serve as the primary point of contact for the COO's office, handling inquiries with professionalism and confidentiality.

Operational & Project Support

Assist the COO with special projects, research, and data analysis as needed. Track operational KPIs and help prepare reports, dashboards, and presentations for leadership review. Coordinate cross-functional initiatives by liaising with department heads and ensuring deadlines are met. Maintain organized filing systems for contracts, policies, and confidential documents.

Required Qualifications

• Bachelor's degree or equivalent professional experience.
• 5+ years of experience supporting C-suite or senior executives, preferably in a fast-paced corporate environment.
• Proficient in the use of AI tools (e.g., ChatGPT, Claude, Copilot) to enhance productivity, streamline workflows, and support research, drafting, and analysis.
• Down-to-earth attitude — approachable, humble, and willing to handle tasks of any size with a hands-on mindset.
• Strong results-driven mindset, with a consistent track record of delivering outcomes, meeting deadlines, and following through on commitments.
• Exceptional written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite and/or Google Workspace, and collaboration tools.
• Proven ability to handle highly confidential information with discretion and integrity.
• Strong organizational skills with meticulous attention to detail.
• Ability to anticipate needs, think critically, and problem-solve independently.

Preferred Qualifications

• Experience in the company's specific industry.
• Familiarity with expense management and project management platforms.
• Background supporting operations, finance, or supply chain leadership.
• Prior experience in production or assembly environments.
• Prior experience in warehouse or shipping operations.
• Notary certification.

Key Competencies

• Discretion and professionalism.
• Proactive mindset and sound judgment.
• Adaptability in a dynamic, high-pressure environment.
• Strong interpersonal skills and ability to build relationships across all levels.
• Ownership mentality and follow-through.

Reports to: Chief Operating Officer

Location: On-site only

Employment Type: Full-time, exempt

Travel: Occasional, as required to support the COO

Pay: $70,000.00 - $100,000.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 5 years (Preferred)

Language:

• Spanish/Mandarin (Preferred)

Work Location: In person