Executive Assistant to the Chief Operations Officer

SUMMARY

The Executive Assistant to the Chief Operations Officer (C.O.O.) is a highly strategic and dynamic role responsible for both executive support and organizational culture leadership. This individual serves as a trusted partner to the COO, working across departments with a focus on employee engagement.

This role goes beyond traditional administrative support—owning key initiatives in employee relations, leadership development, and data-driven insights. The ideal candidate is an influential communicator, capable of motivating teams, championing a positive workplace culture, and representing the company with professionalism and energy at all levels of the organization.

QUALIFICATIONS

• Bachelor’s degree or equivalent experience required
• 5 years of experience in executive support, operations, HR, or a related field
• Proven ability to manage complex projects and competing priorities
• Strong interpersonal and communication skills with the ability to influence and engage at all levels
• Experience in employee relations and leadership development strongly preferred
• High level of emotional intelligence, professionalism, and discretion
• Advanced proficiency in Microsoft Office and data/reporting tools
• Demonstrated proficiency with D365 and Monday.com familiarity beneficial.

COMPETENCIES

• Leadership Presence: Ability to step in on behalf of the COO and represent the organization effectively
• Culture Champion: Naturally promotes positivity, engagement, and accountability
• Strategic Thinking: Connects day-to-day actions to broader organizational goals
• Project Management: Highly organized with strong execution skills
• Data-Driven Mindset: Uses insights to inform decisions and improve outcomes
• Confidentiality & Trust: Maintains absolute discretion with sensitive information
• Influence & Energy: Comfortable motivating groups and confidently emceeing events

PRIMARY DUTIES:

Executive & Operational Support

• Serve as a primary partner to the COO, managing priorities, communications, and daily operations
• Manage complex calendar scheduling, travel logistics, bookings, and expense reporting with accuracy and efficiency
• Coordinate and prepare materials for meetings, presentations, and executive reporting
• Act as a proxy for the COO when appropriate, ensuring alignment in messaging, tone, and decision-making
• Lead and manage special projects, ensuring timelines, deliverables, and cross-functional coordination are met

Culture, Engagement & Employee Relations

• Champion a positive, high-performance culture aligned with company values
• Support employee relations efforts, including coaching and conflict resolution
• Plan and lead employee engagement initiatives, events, and internal communications that motivate and inspire teams
• Serve as an engaging and professional emcee for company events, meetings, and gatherings
• Act as a visible and trusted presence across departments, fostering connection and morale

Leadership Development

• Partner with leadership to support and advance leadership development initiatives
• Provide coaching support, tools, and resources to managers to strengthen leadership effectiveness
• Identify gaps in leadership capabilities and recommend scalable development solutions

Data, Insights & Reporting

• Analyze employee, operational, and engagement data to generate actionable insights
• Build dashboards, reports, and presentations to inform leadership decision-making
• Member of the Strategic Planning team

HR & Cross-Functional Partnership

• Act as a key liaison between site operations and corporate HR
• Ensure alignment with corporate HR policies, programs, and compliance requirements, serving as a bridge to collaboratively refine and implement solutions that meet both corporate standards and local operational needs.
• Collaborate with HR on talent planning, workforce initiatives, and organizational strategy

Finance & Confidentiality

• Partner with finance teams on budgeting, reporting, and operational planning as needed
• Prepare and manage expense reports with a high level of accuracy and timeliness
• Handle sensitive and confidential information with the highest level of discretion and professionalism

**This is a salaried exempt ($62,353.20 - $65,000.00), full on-site position located in Wellsville, NY**