Executive Assistant to the COO

We are seeking a highly experienced Executive Assistant to provide comprehensive administrative support to senior executives. This role requires a professional with 5–8 years of experience supporting C-suite leaders, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will be responsible for complex calendar management, coordinating extensive executive travel, and ensuring seamless day-to-day operations for up to three executives. The ideal candidate is proactive, detail-oriented, highly discreet, and extremely proficient in Google Workspace.

Key Responsibilities:

• Provide high-level administrative support to up to three executives, ensuring efficient management of schedules, communications, and priorities.
• Manage complex and constantly evolving calendars, including scheduling internal and external meetings across multiple time zones.
• Coordinate and book detailed domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Anticipate scheduling conflicts and proactively resolve calendar challenges related to executive travel and competing priorities.
• Prepare and organize meeting materials, agendas, presentations, and follow-up documentation.
• Serve as a primary point of contact for internal and external stakeholders on behalf of the executives.
• Manage confidential information with the highest level of discretion and professionalism.
• Coordinate logistics for executive meetings, leadership sessions, and special projects.
• Assist with expense reporting, invoice processing, and travel reconciliation.
• Monitor and respond to emails or requests as directed to ensure timely follow-up.
• Support strategic initiatives, projects, and administrative processes as assigned.

Qualifications:

• 5–8 years of experience supporting C-suite or senior executive leadership.
• Demonstrated expertise in managing complex calendars and heavy executive travel schedules.
• Knowledge or experience with a personal injury / legal firm a plus but not required.
• Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, and Drive).
• Exceptional organizational and time-management skills with strong attention to detail.
• Ability to manage multiple executives, shifting priorities, and tight deadlines.
• Excellent written and verbal communication skills.
• Strong problem-solving abilities and a proactive, solutions-oriented mindset.
• High level of professionalism, discretion, and ability to handle confidential information.
• Ability to work independently while maintaining strong collaboration with leadership teams.
• Some local and or national travel may be required 10%-20%.

Pay: $90,000.00 - $100,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person