Executive Assistant to Chief Operations Officer

Bottling Department; San Antonio, Northern (TX, KY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Silver Ventures in San Antonio, Texas, seeks an Executive Assistant to the COO to act as a strategic thought partner and manage communications, calendars, and travel. The role supports scheduling, document preparation, and confidential handling in a fast-paced executive office.

Responsibilities include coordinating meetings, preparing board materials, and serving as the primary contact for internal and external communications. The position requires leadership, independence, and teamwork.

Qualifications

• Bachelor's degree in Business Administration, Management, or related field.
• Minimum of 5 years of experience in an executive assistant or project management role.
• Strong organizational, time management, and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide comprehensive administrative support to COO, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Prepares agendas and meeting plans, slide decks and necessary meeting information.
• Handle confidential information with discretion.
• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Assist with the preparation of materials for board meetings and other executive sessions.
• Serve as the primary point of contact for internal and external communications on behalf of the executives.
• Manage incoming and outgoing communications, including emails, phone calls, and mail.
• Identify accountabilities and by-when dates/deadlines that support COO’s commitments, both internally and externally.
• Percentage of scheduling conflicts resolved proactively.
• Timeliness of meeting preparations and follow-ups.
• Average response time to emails and phone calls.
• Number of communications handled per day/week.
• Percentage of projects delivered within budget.
• Variance between budgeted and actual project costs.
• Feedback scores from executives and project stakeholders.
• Number of positive vs. negative feedback instances.
• Number of identified risks versus resolved risks.
• Impact of issues on project timelines and outcomes.

Skills

Organizational skills

Time management

Multitasking

Communication

Teamwork

Problem solving

Education

Bachelor's degree in Business Administration/Management

Tools

Microsoft Office Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant to Chief Operations Officer

5 days ago Requisition ID: 1597

The Executive Assistant to the Chief Operations Officer is the thought partner in strategic prioritization and will assist the COO in leveraging his/her time by representing him/her in communications where possible and manage incoming requests independently in close coordination with the COO.

Essential Functions

Administrative Support

Provide comprehensive administrative support to COO, including scheduling meetings, managing calendars, and coordinating travel arrangements.

Prepare and edit correspondence, reports, presentations, and other documents.

Prepares agendas and meeting plans, slide decks and necessary meeting information.

Handle confidential information with discretion.

Meeting Coordination

Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.

Assist with the preparation of materials for board meetings and other executive sessions.

Communication Management

Serve as the primary point of contact for internal and external communications on behalf of the executives.

Manage incoming and outgoing communications, including emails, phone calls, and mail.

Identify accountabilities and by-when dates/deadlines that support COO’s commitments, both internally and externally.

Key Performance Indicators (KPIs)

Percentage of scheduling conflicts resolved proactively.

Timeliness of meeting preparations and follow-ups.

Communication Response Time

Average response time to emails and phone calls.

Number of communications handled per day/week.

Budget Adherence

Percentage of projects delivered within budget.

Variance between budgeted and actual project costs.

Stakeholder Satisfaction

Feedback scores from executives and project stakeholders.

Number of positive vs. negative feedback instances.

Risk Mitigation Effectiveness

Number of identified risks versus resolved risks.

Impact of issues on project timelines and outcomes.

Required Education and Experience

Bachelor’s degree in Business Administration, Management, or related field.

Minimum of 5 years of experience in an executive assistant or project management role.

Strong organizational, time management, and multitasking skills.

Excellent communication and interpersonal skills.

Proficiency in project management software and tools.

Ability to work independently and as part of a team.

Strong problem-solving and decision-making abilities.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Work Environment

This role primarily operates in a professional office environment. Some travel may be required to support executive. The role may also require occasional evening or weekend work to meet deadlines or support events. This role in on-site in San Antonio, Texas

Silver Ventures continuously transforms San Antonio through repeatedly reinventing the shared experiences of food and learning to ensure the continued celebration of life and well-being of our children.