Executive Assistant - COO

This position provides essential support to the Chief Operating Officer (COO), managing a wide range of administrative and office management functions to ensure smooth operations and enhance organizational efficiency. The role encompasses various responsibilities that are central to the agency’s administrative services and overall support framework.

Essential Functions

• Oversee all core administrative functions, including clerical support, purchasing, and telecommunications, and organize office operations to maintain a steady flow of services and efficient functioning.
• Advanced computer skills are crucial for managing tasks such as scheduling, file organization, email handling, and proficient use of Microsoft Office applications to drive overall efficiency.
• Demonstrated strength in organizational and communication abilities is required for tasks like file maintenance, agenda preparation, and mail handling, as well as providing scheduling support to the COO. The role requires keen attention to confidentiality and effective coordination to foster a secure, structured, and organized work environment.
• Ensure adherence to agency standards by conducting reviews and performance evaluations of subordinate staff, thereby maintaining quality and compliance.
• Responsible for preparing and updating the COO’s weekly and monthly calendar, ensuring time is managed effectively, and meetings are well-prepared.
• Maintain both physical and digital filing systems, ensuring easy access, secure storage, and efficient file retrieval.
• Prepare agendas and distribute relevant information to stakeholders in advance of scheduled meetings.
• Uphold confidentiality standards and secure sensitive files and information to safeguard privacy and agency protocols.
• Attend training sessions, participate in staff meetings, and take meeting minutes as required to maintain professional growth and support agency operations.
• Manage incoming and outgoing mail, including date-stamping, distributing, and completing daily electronic reporting.
• Provide backup assistance for the agency’s main phone lines as needed, ensuring consistent support to agency communications.

Additional Responsibilities

The position may involve other duties and special projects assigned to support agency operations as necessary.

Qualifications & Prerequisites

• A Bachelor’s degree with 2–3 years of office management experience is preferred, though candidates with a high school diploma and 4–5 years of relevant administrative experience are also considered.
• Proficiency in Microsoft Office and other relevant software applications is essential for performing key administrative tasks effectively.
• Strong organizational and communication abilities are required for managing files, preparing agendas, handling mail, and supporting scheduling tasks. An emphasis on confidentiality and coordination is key.

Competencies and Personal Characteristics

• The role demands competency in using specialized equipment and software pertinent to office administration.
• Ability to work well within a team-oriented environment is essential.
• Willingness to acquire new skills and adapt to evolving agency needs demonstrates a commitment to excellence.
• Effective task delegation to clerical or support staff as appropriate is an important aspect of this role.

Organizational Accountability & Relationships

• Reports directly to the Chief Operating Officer (COO), serving as a key support role in daily administrative management.

Physical Demands

The role occasionally requires standing, walking, sitting, using hands, reaching, climbing stairs, balancing, stooping, kneeling, and lifting or moving objects up to 25 pounds. Visual requirements include close and distance vision, color and peripheral vision, depth perception, and focus adjustment.

Work Environment

The work environment typically involves moderate noise levels and may include exposure to varying weather conditions as necessary. Reasonable accommodations can be made to support individuals with disabilities in fulfilling essential job functions.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability