Executive Assistant

Position Summary

The Executive Assistant (EA) to the Chief Operating Officer (COO) provides high-level administrative and operational support in a fast-paced, dynamic environment within a major pharmacy network. This individual serves as a strategic partner and trusted liaison, ensuring the COO’s time, communications, and priorities are managed effectively. The ideal candidate is proactive, resourceful, and detail-oriented, with the ability to anticipate needs, coordinate complex logistics, and manage multiple high-priority tasks simultaneously.

This position is based in the Dallas area (Plano and surrounding communities) and requires periodic travel to company sites, conferences, and executive meetings as needed.

Key Responsibilities

Executive Support

• Manage and maintain a dynamic, ever-changing calendar, including scheduling meetings, events, and travel across multiple time zones.
• Coordinate complex domestic and international travel arrangements, including flights, accommodations, transportation, and meeting itineraries.
• Prepare, process, and reconcile expense reports promptly and accurately in compliance with company policy.
• Serve as the primary point of contact for internal and external stakeholders seeking access to the COO, managing communications with professionalism and discretion.
• Anticipate executive needs by preparing background materials, presentations, and briefs in advance of meetings and travel.
• Hosts Clients, Leadership Team meetings, Coordinates Events as needed.

Operational Coordination

• Create and format executive-level presentations, reports, and communications using Microsoft PowerPoint, Excel, and Word.
• Track and follow up on key initiatives, ensuring timely completion and alignment with strategic objectives.
• Support operational coordination between the COO’s office and departments such as Operations, HR, Finance, and Compliance.
• Draft correspondence, memos, and summaries with exceptional attention to tone, detail, and accuracy.
• Assist with organizing executive meetings, leadership off-sites, and company events, ensuring logistics and materials are seamlessly executed.

Cross-Functional and Team Support

• Collaborate with other Executive Assistants and cross-functional teams to ensure effective communication and alignment across the leadership group.
• Provide administrative and coordination support to other senior leaders or departments as needed.
• Maintain confidentiality and handle sensitive information with the utmost professionalism and discretion.

Qualifications

• 5 years of Executive Support Experience: Proven experience supporting C-level executives with high-level administrative, strategic, and operational responsibilities.
• Executive Presence & Communication: Strong ability to interact professionally with senior leadership, board members, and external stakeholders.
• Travel Flexibility: Comfortable traveling up to 20% as needed to support executive meetings, offsites, and key business initiatives.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance