What are the responsibilities and job description for the COO Executive Assistant position at Helpside?
Helpside’s COO is looking for an Executive Assistant who operates like a chief of staff in training. This person will support the COO across everything from calendar and meeting management to board/investor communications, and cross-functional projects. Part gatekeeper, part air traffic controller, part problem solver.
This is not a "sit and wait for instructions" role. The right person sees what's coming before anyone asks, figures things out independently, and handles sensitive information (internal, investors, partners) with total discretion.
The role requires regular interaction with department heads, investors, clients, and external stakeholders. The ability to read a room, communicate clearly, and represent the office well is essential.
What you’ll do:
- Own the COO's calendar, communication, and meeting prep
- Draft & follow up on communication
- Coordinate board prep, investor materials, and cross-functional projects
- Track action items, commitments, and deadlines across the leadership team
- Research, summarize, and brief on topics as needed
- Coordinate travel
- Build and improve systems so nothing falls through the cracks
Who you are:
- High agency. You don't wait to be told. You see a gap and fill it.
- High EQ. You can navigate a room full of VPs, investors, and clients.
- Organized to a fault, but flexible when priorities shift.
- A strong writer and clear communicator.
- Comfortable with AI tools (ChatGPT, Claude Cowork/Code) and actively use them to move faster.
- Proficient in Microsoft Office
- Discreet.
Requirements:
- 3 years supporting a senior executive or C-suite leader
- Bachelor's degree preferred.
Great things that come with working here:
- Health insurance 100% paid by employer (for both employee and family)
- Additional voluntary supplemental benefits including dental, vision, life insurance, disability, accident, critical illness, etc.
- 401(k) with company match
- Paid holidays
- Paid time off
Job Type: Full-Time. 40 hours/week.
Job Location: Lindon, Utah. In office 3-4 days/week.