Executive Assistant to Coo
7 months ago
**Job Overview**:
**Key Responsibilities**:
- Effectively manage the COO's schedule, including arranging and coordinating meetings, appointments, and travel plans.
- Proactively anticipate scheduling conflicts and make necessary adjustments.
- Serve as the primary point of contact for internal and external communication on behalf of the COO.
- Coordinate and schedule meetings, ensuring all necessary materials and information are prepared in advance.
- Take minutes during meetings and distribute them to relevant parties.
- Arrange domestic and international travel for the COO, including flights, accommodations, and transportation.
- Maintain confidential files, records, and documents for the COO.
- Prepare and edit reports, presentations, and other business documents.
- Assist in managing and tracking tasks, projects, and deadlines for the COO.
- Follow up on action items to ensure timely completion.
- Ensure the smooth operation of the executive office by managing office supplies, equipment, and facilities.
- Collaborate with other administrative staff to streamline office processes.
- Handle sensitive information with the utmost discretion and maintain a high level of confidentiality.
- Build and maintain positive relationships with internal and external stakeholders.
- Liaise with other departments and executives as needed.
**Qualifications**:
- Proven experience as an executive or personal assistant, preferably supporting C-level executives.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficient in office software (Microsoft Office, Google Workspace, Power BI).
- Ability to prioritize tasks and work efficiently under pressure.
- High level of discretion and confidentiality.
- Bachelor's degree in business administration or a related field is a plus.
**Experience**:
- Executive Assistant: 1 year (preferred)
- Medical Distribution: 1 year (preferred)
- Power BI: 1 year (preferred)
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