Executive Assistant to the Chief Operating Officer (COO)

Job Description

Job Description

Description:

Job Summary :

The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative and operations support to ensure the efficient function of the COO’s office. This role is critical in managing priorities, streamlining communications, and supporting strategic initiatives. The ideal candidate is highly organized, proactive, and capable of handling sensitive information with discretion.

Key Responsibilities:

Administrative Support

• Manage and maintain the COO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Screen and prioritize incoming emails, requests, and calls, ensuring timely responses.
• Prepare and edit correspondence, reports, presentations, and other documents with attention to detail.
• Assist with the preparation and coordination of leadership and other meetings.
• Prepare and handle confidential communications.

Project & Operational Support

• Track deadlines for key initiatives and ensure follow-up actions are completed.
• Support COO in monitoring project progress, drafting communications, and gathering data.
• Liaise with internal teams and departments to support execution of initiatives.

Meeting & Event Coordination

• Plan and coordinate meetings and events including agendas, materials, logistics, and follow-ups.
• Track action items from meetings.

Communication & Liaison

• Serve as a liaison between the COO and internal/external stakeholders maintaining strong relationships.
• Facilitate communication across departments to ensure alignment with the COO’s priorities.

Confidentiality & Professionalism

• Handle highly sensitive and confidential information with integrity and discretion.
• Represent the COO’s office professionally with all levels of school and corporate staff, and external partners.

Other Duties

• Respond to ad-hoc requests and perform additional tasks as assigned.

Education & Experience

• General business knowledge and ability to perform high level office administrative tasks as acquired through an associate’s degree in business or a comparable field, bachelor’s degree preferred.
• Minimum 3 years of experience in an executive support role.

Skills & Competencies

• Excellent organizational and time management skills.
• Strong verbal and written communication abilities.
• Deep proficiency in Google Workspace (Docs, Sheets, Slides, Calendar, Gmail, Drive, Forms, Meet)
• Ability to multitask, prioritize, and anticipate needs in a fast-paced environment.
• High degree of discretion, confidentiality, and professionalism.

Preferred Qualifications:

• Experience supporting C-level executives.
• Familiarity with charter schools and the K-12 education sector.
• Strong problem-solving skills and a proactive approach to work.
• Experience supporting virtual or hybrid teams across multiple campuses or offices.

Additional Requirements:

• This position may require occasional travel between school campuses and central office locations.
• Some evening or weekend availability may be required during peak planning and preparation periods.