Directly Reporting to Chief Operation Officer (COO)
The Executive Secretary provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal departments/projects and external business partners on all matters pertaining to Chief Operation Officer (COO).
The Executive Secretary also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees related special projects.
The Executive Secretary must be creative and enjoy working with the environment that is mission-driven, results- driven and in the management team’s work oriented.
Roles and Responsibilities:
Completes a broad variety of administrative tasks for COO including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents submitted to get approval.
Plans, coordinates and ensures the COO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the COO's time and office.
Communicates directly, and on behalf of COO on matters related to COO's initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to COO, including those
of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between COO and internal departments/projects and external business partners; demonstrating leadership to maintain credibility, trust and support with senior
Works closely and effectively with COO to keep her well informed of upcoming commitments and
responsibilities, following up appropriately.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting
acknowledgement letters, personal correspondence, and other tasks that facilitate the COO's ability to
effectively lead the company.
Prioritizes conflicting needs; handles matters; proactively and follows-through on projects to successful
completion, often with deadline pressures.
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and all
meeting minute taking and follow up action plan.
Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
Bachelor’s degree in Management, Business Administration or a related field.
Strong work tenure: 3-5 years of experience supporting Level Executives,
preferably in an organization
Experience and interest in internal and external communications and
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point),
Adobe Acrobat, and Social Media web platforms.
Knowledge / Skills / Abilities
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners.
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-
making capability Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective
Proven ability to handle confidential information with discretion, be adaptable
to various competing demands, and demonstrate the highest level of
customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines
in a fast-paced environment
Forward looking thinker, who actively seeks opportunities and proposes