Administrative Assistant to the COO

VCS HR; Freehold (NJ); On-site; USD 45,000 - 62,000; Full time

Job summary

VCS HR is seeking an exceptionally organized Administrative Assistant to support the COO. The role involves managing daily scheduling, handling communications, organizing information, preparing materials, and ensuring priorities are tracked and followed through.

The ideal candidate anticipates needs and acts with discretion in a fast-paced environment. You'll work closely with leadership, coordinate meetings, create polished documents, and maintain orderly files.

Qualifications

• 3–5+ years of executive administrative support experience.
• Experience supporting a CEO/COO or senior executive.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication.
• Strong technical aptitude across software platforms.
• Advanced proficiency in Microsoft Office.
• Ability to manage competing priorities and adapt to changes.
• Self-motivated, independent with good judgment.
• Discretion and confidentiality in handling information.

Responsibilities

• Manage the COO’s daily calendar, appointments, meetings, and scheduling commitments.
• Organize daily priorities and identify scheduling conflicts.
• Monitor and prioritize incoming emails and communications.
• Prepare emails, reports, and presentations.
• Coordinate meetings and conference calls.
• Prepare meeting agendas and supporting documents.
• Maintain organized electronic files and records.
• Handle confidential information with professionalism.

Skills

Executive support

Organizational skills

Time management

Communication

Tech aptitude

Microsoft Office

Tools

Outlook

Excel

Word

PowerPoint

Teams

Job description

We are seeking an exceptionally organized, proactive, detail-oriented, and technologically savvy Administrative Assistant to provide direct support to our Chief Operating Officer (COO).

This individual will play an important role in keeping the COO organized, informed, and prepared throughout a very active and demanding workday. The successful candidate will be responsible for managing daily scheduling, coordinating communications, organizing information, preparing materials, tracking follow-ups, and helping ensure that important priorities and details are never overlooked.

The ideal candidate is a natural organizer who thinks ahead, communicates exceptionally well, is comfortable navigating technology, and can manage multiple priorities in a fast-paced environment. They should be someone who takes initiative, exercises good judgment, and understands how to make an executive’s day more productive and efficient.

This is a hands-on position for someone who enjoys being one step ahead, takes ownership of responsibilities, and finds satisfaction in creating structure and organization.

Key Responsibilities

Executive & Administrative Support

• Manage the COO’s daily calendar, appointments, meetings, and scheduling commitments.
• Proactively organize daily priorities and identify scheduling conflicts or items requiring attention.
• Assist with monitoring, organizing, and prioritizing incoming emails and communications.
• Prepare, draft, edit, and proofread professional emails, correspondence, reports, and presentations.
• Coordinate meetings, appointments, conference calls, and other business commitments.
• Prepare meeting agendas, organize supporting documents, and ensure the COO has necessary information in advance.
• Maintain organized electronic files, records, and business documentation.
• Handle confidential information and sensitive matters with professionalism and discretion.

Organization & Follow-Through

• Maintain detailed lists of assignments, outstanding requests, deadlines, and follow-up items.
• Monitor important commitments and proactively remind the COO of upcoming responsibilities.
• Track action items and ensure necessary follow-ups are completed.
• Help organize information and maintain easy access to important documents and communications.
• Anticipate upcoming needs and take initiative to address them before they become urgent.
• Assist with coordinating special projects and assignments as directed by the COO.

Technology & Business Applications

• Demonstrate strong proficiency with Microsoft Office, particularly Outlook, Excel, Word, PowerPoint, and Teams.
• Utilize business applications, digital tools, and technology platforms to improve organization and efficiency.
• Prepare spreadsheets, reports, presentations, and other materials with accuracy and attention to detail.
• Research and identify technology tools, AI resources, and applications that may improve productivity.
• Adapt quickly to new software, systems, and processes.

Communication & Professionalism

• Serve as a professional point of contact between the COO and internal employees, leadership, vendors, and outside business contacts.
• Communicate clearly, confidently, and professionally, both verbally and in writing.
• Follow up on requests and communicate updates in a timely manner.
• Exercise sound judgment when determining what requires the COO’s immediate attention.
• Maintain a high level of professionalism, responsiveness, and confidentiality.

Qualifications & Experience

• 3–5+ years of experience in executive administrative support or a similar role.
• Previous experience supporting a CEO, COO, or senior-level executive strongly preferred.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Strong technical aptitude and confidence working with multiple software platforms.
• Advanced proficiency in Microsoft Office applications.
• Strong attention to detail and accuracy.
• Ability to manage competing priorities and adjust quickly when schedules or needs change.
• Self-motivated with the ability to work independently and anticipate needs.
• Excellent judgment, discretion, and problem-solving abilities.

The Ideal Candidate

We are looking for someone who is:

• Extremely organized, structured, and detail-oriented.
• Naturally proactive and enjoys staying one step ahead.
• Technologically savvy and comfortable learning new systems.
• An excellent communicator who is polished, professional, and approachable.
• Resourceful and capable of finding solutions rather than simply identifying problems.
• Dependable and consistent with follow-through.
• Comfortable working with a busy executive whose priorities may change throughout the day.
• Able to maintain composure, flexibility, and accuracy in a fast-paced environment.

What Success Looks Like

The successful candidate will become a trusted and valuable resource to the COO, providing the organization, communication, preparation, and follow-through necessary to keep his day running smoothly.

They will help ensure that meetings are organized, communications are managed, important details are captured, deadlines are remembered, and commitments do not fall through the cracks.

We are looking for someone who takes pride in being dependable, staying ahead of the details, and making a meaningful difference in the productivity of the executive they support.

VCS is an Equal Opportunity Employer and values diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.