Executive Assistant, Chief Operating Officer

Executive Assistant, Chief Operating Officer

Destinations International

Remote

Job Information

Job Category:

Clerical/Administrative

Salary:

$60,000 – $65,000 Per Year

Position Type:

Full Time

Experience:

2 – 5 years

Education:

Associate Degree

Position Summary –

The Executive Coordinator provides comprehensive, confidential support to the Chief Operating Officer (COO), ensuring the smooth management of daily operations and strategic initiatives. This role encompasses a range of responsibilities, including detailed calendar coordination, meeting preparation, administrative management, communication oversight, and assistance with special projects. The Executive Coordinator enables the COO to focus on organizational goals by expertly handling essential tasks and minimizing time spent on operational details.

Role & Responsibilities –

• Calendar & Schedule Management: Coordinate and optimize the COO’s schedule by managing appointments, prioritizing time-sensitive tasks, and organizing internal and external meetings.
• Meeting Preparation & Follow-up: Prepare agendas, gather necessary documents, and manage logistics for meetings led by the COO; document key takeaways and action items, ensuring timely follow-up.
• Communication Management: Serve as the COO’s primary point of contact, managing and prioritizing emails, calls, and correspondence to streamline communication flow.
• Administrative Oversight: Handle essential administrative functions such as document preparation, data entry, and maintaining organized records while ensuring confidentiality.
• Project Assistance: Support the COO with special projects, research, and data analysis, ensuring that initiatives are executed efficiently and align with organizational goals.
• Reporting & Documentation: Prepare regular reports, presentations, and documents, assisting the COO in staying informed on key metrics, project progress, and organizational updates.
• Operational Efficiency: Identify opportunities to streamline administrative processes, enabling the COO to focus on strategic priorities and high-impact activities.

Desired Skills –

• Exceptional Organizational Skills: Demonstrated ability to manage multiple priorities, maintain attention to detail, and handle complex scheduling and logistical arrangements.
• Strong Written and Verbal Communication: Skilled in drafting clear, professional correspondence and comfortable managing internal and external communications on behalf of the COO.
• High Level of Discretion and Confidentiality: Proven track record of handling sensitive information with the utmost integrity and confidentiality.
• Proficiency in Office and Productivity Software: Strong command of tools like Microsoft Office Suite and virtual meeting platforms, with the ability to quickly learn and adapt to new technology.
• Project Management Abilities: Assist with project coordination, tracking progress, and supporting the COO in overseeing and executing strategic initiatives.
• Interpersonal and Relationship-Building Skills: Skilled at building rapport with stakeholders across all levels, facilitating smooth communication, and fostering positive working relationships.
• Adaptability and Problem-Solving: Resourceful and able to anticipate needs, pivot as priorities shift, and resolve issues proactively.
• Time Management and Efficiency: Ability to manage a dynamic workload effectively, ensuring tasks are completed accurately and on schedule.
• Attention to Detail: Consistently produces high-quality work with meticulous attention to accuracy and clarity, essential for managing executive-level tasks.
• Proactive Initiative: Demonstrates a forward-thinking approach, anticipating the COO’s needs and proactively addressing tasks to minimize disruptions.

Education & Experience:

• Associate’s degree or higher in Business Administration, Communications, or a related field, and/or an equivalent combination of relevant experience, with 3-5 years of executive-level support.
• Ideal previous experience includes roles within destination organizations, CVBs, associations, or hospitality.
• Proven experience in project coordination and/or administrative management.
• Familiarity with CRM systems, analytics tools, or data management is a plus.