Executive Assistant to Chief Operating Officer

The Equus Group; New York (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

An executive support firm is seeking a highly organized and proactive Executive Assistant to support the Chief Operating Officer. The role requires 5+ years of experience in administrative support for senior executives, with strong organizational and communication skills. Responsibilities include managing the COO's calendar, coordinating meetings, and handling administrative duties, ensuring smooth operations. This position demands discretion and the ability to thrive in a high-pressure environment, with a focus on strategic initiatives and project coordination.

Qualifications

• 5+ years of administrative experience supporting senior executives.
• Exceptional organizational and time management skills.
• Ability to manage multiple priorities and work independently.

Responsibilities

• Manage and maintain the COO’s complex calendar.
• Coordinate meetings and handle incoming communications.
• Assist with planning special projects and initiatives.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Discretion

Education

Bachelor's degree

Tools

Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

Job description

Executive Assistant to Chief Operating Officer

Our client is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Chief Operating Officer (COO). The ideal candidate for this position will excel if they can keep their calm in a high pressure environment coordinating the logistics of the COO of the company. The candidate should have some relevant experience to the role that highlights their capability to conduct all administrative work, making sure the COO's operations run smoothly. Thus, the candidate should be detail oriented and a creative problem solver.

In addition, this role is 5 days on-site in the office.

Key Responsibilities

Executive Support

• Manage and maintain the COO’s complex calendar, including scheduling meetings across multiple time zones
• Coordinate internal and external meetings, including agendas, logistics, preparation materials, and follow-ups
• Screen and manage incoming communications and requests; respond or redirect as appropriate
• Book travel, prepare itineraries, and handle expense reporting and reconciliation

Administrative Operations

• Handle general administrative duties such as file organization, contact management, and document preparation
• Maintain confidentiality of highly sensitive information
• Assist in creating executive presentations, reports, and briefing materials
• Liaise with internal departments and external stakeholders on behalf of the COO

Business Development Support

• Track and follow up on business development leads and project milestones
• Prepare briefing documents and background research for client or partner meetings
• Support the COO with client follow-up communications and meeting preparation

Ad Hoc & Strategic Projects

• Assist with planning and execution of special projects and cross-functional initiatives led by the COO
• Conduct research and compile findings for decision-making
• Help facilitate project timelines, deliverables, and team coordination where necessary

Qualifications

• 5+ years of administrative experience supporting senior executives, preferably in a front-office or client-facing environment
• Bachelor's degree required
• Exceptional organizational and time management skills, with the ability to manage multiple priorities
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Strong written and verbal communication skills
• Discretion and professionalism when handling sensitive information
• Ability to work independently with a proactive and solutions-oriented mindset
• Experience in or exposure to business development, sales operations, or client engagement a plus

The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.