Chief Operating Officer's Executive Assistant

2 weeks ago

Mobile, Alabama, United States Preload Full time
Job Overview

The Executive Assistant will deliver high-level administrative support to the Chief Operating Officer (COO). This role requires not only foundational administrative and technical capabilities but also exceptional interpersonal skills to effectively engage with employees across all organizational levels. The Executive Assistant often assumes the responsibilities akin to a 'Chief of Staff,' possessing a comprehensive understanding of departmental functions and personnel.

As the COO is responsible for ensuring seamless business operations, the Executive Assistant must exhibit strong organizational skills, adept prioritization, and a process-oriented mindset. A solid grasp of business operations and an understanding of senior management's goals and objectives are essential. The position reports directly to the COO.

Key Responsibilities:

  • Manage and prioritize the COO's email correspondence, ensuring confidentiality and appropriate responses.
  • Participate in meetings, taking detailed notes, creating action item lists, and highlighting critical information for the COO.
  • Assist in the organization and execution of corporate objectives and departmental initiatives.
  • Generate, maintain, and disseminate reports relevant to company performance and operations.
  • Support the corporate foundation and associated company activities.
  • Maintain a comprehensive calendar for the COO, managing scheduling requests and proactively addressing conflicts.
  • Track the COO's projects and tasks to ensure timely completion and alignment with organizational goals.
  • Coordinate internal and external meetings, ensuring thorough logistical and substantive preparation.
  • Draft, proofread, and finalize complex documents, correspondence, and reports with precision.
  • Oversee travel arrangements and scheduling for the COO.
  • Reconcile monthly credit card statements and submit expense reports punctually.
  • Facilitate effective communication with other executive assistants within the organization, demonstrating professionalism and discretion.
  • Lead and support special projects as required.
  • Conduct preliminary research and draft materials as necessary.
  • Perform additional duties as assigned.

Qualifications:

  • Bachelor's degree and/or three years of relevant professional experience.
  • Detail-oriented and organized, with a proven ability to manage multiple tasks effectively.
  • Positive and resilient attitude.
  • Strong verbal and written communication skills in English.
  • Exceptional interpersonal skills with a collaborative approach to working with others.
  • Able to thrive in a fast-paced and dynamic environment, managing pressure and deadlines effectively.
  • Consistently exercises sound judgment and decision-making.
  • Maintains confidentiality and discretion at all times.
  • Demonstrated analytical and problem-solving skills.
  • Experience in managing complex event logistics.
  • Proficient in travel coordination and expense management.
  • Proficient in Microsoft Office Suite.
  • Willingness to travel as needed.

Preload is an Affirmative Action, Equal Opportunity Employer committed to diversity and encourages applications from a wide range of professionals.

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