Proactive Executive 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

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.