Executive Assistant to the COO

1 week ago

Mobile, United States Preload Full time
Job DescriptionJob Description

The Executive Assistant will provide executive-level support to the Chief Operating Officer (COO). Because the COO is interacting with employees at every level of the organization, in addition to having basic administrative and technical skills, the EA to the COO must have exceptional interpersonal skills and the ability to navigate with ease through an organization at every level. The EA to the COO often acts as the de facto "Chief of Staff," and knows every manager in every department as well as what they do.

Since the COO's role is to keep the whole business operating smoothly, the EA to the COO must be highly organized, know how to prioritize, and also be process-driven. The EA to the COO should have a solid sense of how the business is run and understand the goals and objectives of senior management. The person will report directly to the COO and will be based in Mobile, AL. Pay is in the $65K range plus competitive benefits.

In this role, you will -

  • Organize, monitor, and prioritize email Inbox; maintain strict confidentiality over all messages; respond to messages as appropriate in coordination with COO
  • Attend various meetings with and without COO, compose meeting notes, create action item lists and prioritize information which should be brought to the COO's attention
  • Organize, monitor and assist with execution of corporate goals and departmental tasks
  • Create, maintain and distribute various reports pertinent to company operations and performance objectives
  • Support corporate foundation and related company functions
  • Maintain an accurate and detailed calendar for the COO, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
  • Track COO's tasks and projects to ensure appropriate prioritization of projects for deadlines and organizational developments
  • Organize internal and external meetings for the COO, including logistical and substantive preparation
  • Frequently compose, proofread, and finalize complex correspondence, documents, meeting minutes, reports, and board meeting materials, using experience and judgment
  • Manage all travel scheduling and arrangements
  • Track and reconcile monthly credit card statements and complete and submit expense reports on time
  • Ensure consistent and efficient interaction with other executive assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgment and confidentiality
  • Provide special project leadership and support as needed
  • Conduct preliminary research on a variety of topics; draft materials as needed
  • Perform any other relevant duties as assigned

Qualifications -

  • Bachelor's degree and/or three years of professional work history (construction field is a plus)
  • Detail-oriented, organized with proven ability to successfully multi-task
  • Positive, tenacious attitude
  • Strong verbal and written English communication skills
  • Outstanding interpersonal skills and preference for collaboration with proven success working with others; ability to work with high-profile individuals externally, as well as collaborate internally
  • Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines
  • Ability to consistently apply good judgment and make good decisions.
  • Ability to maintain confidentiality and discretion at all times
  • Proven analytical and problem-solving abilities
  • Organized with a proven ability to juggle multiple projects at once
  • Experience managing complex event logistics
  • Experience with travel arrangements, coordinating meetings and tracking credit card and other expenses
  • Proficient in MS Office
  • Ability to travel

Preload is an Affirmative Action, Equal Opportunity Employer – Minorities/Female/Disabled/Veterans committed to the principle of Diversity and is particularly interested in receiving applications from a broad spectrum of professionals for each open opportunity. Preload encourages minorities, females, protected veterans, individuals with disabilities, and other members of protected classes to apply for positions.

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