Executive Assistant to the COO

JOB DESCRIPTION

Summary/Objective

The Executive Assistant to the COO is responsible for supporting the daily, weekly, and monthly operational activities of the Chief Operating Officer. This role provides high-level administrative and organizational support to ensure efficient execution of strategic and operational initiatives. The COO is a member of the Executive Team and serves on the Board of Directors, overseeing company operations in Sales, IT, Quality, Distribution, and Manufacturing.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Complete assigned daily, weekly, and monthly tasks
• Assists with managing the COO's calendar, including scheduling and coordinating internal and external meetings
• Supports cross-functional collaboration between departments (Distribution, Manufacturing, Quality, and HR)
• Coordinates logistics, materials, and communication for internal and external meetings.
• Assists in tracking key operational metrics, action items, and follow-ups
• Prepares reports, presentations, and communications on behalf of the COO
• Organizes onsite and offsite meetings
• Research and documents findings related to assigned projects
• Maintain confidentiality of sensitive business and personnel information
• Assists COO with daily responsibilities
• Other assigned tasks as assigned by COO

Competencies

• Thoroughness and attention to detail
• Ability to prioritize and manage multiple responsibilities
• Ethical Conduct
• Excellent computer knowledge with proficiency in database management and word processing
• Data entry skills
• Excellent knowledge of Microsoft Suite
• Excellent communication skills, both verbal and written
• Proficient in grammar
• Professional demeanor
• Resourceful, well organized, highly dependable, efficient and detail oriented.
• Time Management

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Some flexibility in hours is allowed, but the employee must be available during the "core" work hours of 8:00 a.m. to 4:30 p.m.

Travel

Minimal travel may be required for offsite meetings or company events.

Required Education and Experience

• High school diploma or equivalent.
• Two years of experience supporting office functions.

Preferred Education and Experience

• Associates or bachelor's degree
• Five years of experience supporting office function.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.