Strategic Executive Assistant to the COO — Proactive & Fast

Hire-Agency; Draper (UT); On-site; USD 83,000 - 100,000; Full time

Benefits offered by this job

401K with employer match

Paid time off (PTO)

14 paid holidays

Professional development

Casual dress code

Work-life balance culture

Job summary

Incite Tax is seeking an Executive Assistant to work directly with the COO as a trusted partner and right-hand operator. This role requires proactive ownership, fast execution, and strong judgment.

You will manage the COO’s calendar, emails, and strategic gatekeeping while coordinating with internal teams and external partners. The candidate thrives on structure, urgency, and getting things done with speed and accuracy, without a playbook in hand.

Qualifications

• C-Suite Support: 5+ years supporting a COO or senior leader in a high-pace environment.
• Inbox mastery: proficient in managing executive inboxes, drafting and sending on the CEO’s behalf.
• Voice-level communication: able to write in the executive’s voice across internal/external comms.
• Recommendation-first mindset: answer most questions with proposed solutions.
• Urgency with accuracy: move fast but maintain high quality.
• Business-minded and operationally aware: connect time management to outcomes.
• High-stakes reliability: calm under pressure with discretion.
• Strong PM and organizational skills; document processes for repeatability.

Responsibilities

• Own tracking and follow-up on the COO's initiatives across multiple workstreams.
• Anticipate needs and provide proactive, urgent support.
• Manage COO calendar with high judgment and buffers.
• Triage emails, draft responses, and write in the COO's voice.
• Gatekeep and redirect inquiries to the right leads.
• Coordinate with internal teams and external partners.
• Oversee/admin staff where applicable and ensure follow-through.
• Vendors: manage first-pass communications and relationships.

Skills

C-Suite support

Inbox mastery

Executive communication

Proactive problem solving

Urgency with accuracy

Operational awareness

Project management

Stakeholder coordination

Discretion and confidentiality

Adaptive relationship management

Job description

Incite Tax is seeking an Executive Assistant to work directly with the COO as a trusted partner and right-hand operator. This role requires proactive ownership, fast execution, and strong judgment.

You will manage the COO’s calendar, emails, and strategic gatekeeping while coordinating with internal teams and external partners. The candidate thrives on structure, urgency, and getting things done with speed and accuracy, without a playbook in hand.