Executive Assistant to the Chief Operating Officer (COO)

The Executive Assistant to the COO provides high-level administrative, operational, and strategic support to the Chief Operating Officer. This role serves as a trusted partner to the COO, helping manage daily priorities, streamline operations, coordinate cross-functional initiatives, and ensure the efficient execution of business objectives across a fast-paced, multi-entity organization.

The ideal candidate is proactive, highly organized, detail-oriented, and capable of handling sensitive and confidential information with professionalism and discretion. This individual must be able to anticipate needs, manage competing priorities, and operate effectively in a dynamic executive environment.

Responsibilities

Executive & Administrative Support

• Manage complex and constantly changing calendars, meetings, and executive priorities for the COO
• Coordinate domestic and international travel arrangements, itineraries, accommodations, and expense reporting
• Prepare agendas, presentations, reports, briefing materials, and meeting recaps
• Screen and prioritize communications, including emails, phone calls, and meeting requests
• Serve as gatekeeper and liaison between the COO and internal/external stakeholders
• Maintain highly confidential business and personnel information with discretion

Operational & Strategic Support

• Track key initiatives, operational priorities, and follow-up items across departments
• Assist with project coordination, timelines, reporting, and accountability tracking
• Support executive meetings by preparing materials, documenting action items, and ensuring timely follow-up
• Coordinate communication and collaboration between senior leadership teams and operational departments
• Conduct research, compile data, and prepare executive summaries to support decision-making
• Help streamline administrative and operational processes to improve efficiency

Relationship Management & Communication

• Build strong working relationships across departments and with external partners, vendors, and clients
• Draft professional correspondence and executive communications on behalf of the COO
• Assist with planning executive meetings, leadership events, and company initiatives
• Represent the COO’s office with professionalism, urgency, and exceptional customer service

Qualifications:

• Bachelor’s degree preferred
• 5 years of experience supporting C-level executives, preferably within a fast-paced corporate environment
• Exceptional organizational, multitasking, and time-management skills
• Strong written and verbal communication abilities
• Ability to exercise sound judgment, maintain confidentiality, and work independently
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Experience coordinating across multiple departments and managing executive-level priorities
• Highly adaptable, resourceful, and proactive with strong attention to detail

Preferred:

• Experience supporting executives in consumer products, manufacturing, distribution, logistics, beverage, or multi-entity organizations
• Familiarity with executive reporting, operational coordination, and project management
• Experience working in a family-owned or privately held business environment is a plus