Executive Administrative Coordinator to the COO

 
Reports To: Chief Operating Officer (COO)
Department: Executive Operations / Administration

Role Summary

The Executive Administrative Coordinator provides high-level administrative and operational support to the Chief Operating Officer (COO). This role is responsible for managing schedules, coordinating travel, organizing meetings, handling executive communications, and ensuring the COO’s day-to-day workflow runs efficiently. The position requires exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced executive environment.

Key Responsibilities

Executive Calendar & Meeting Management

• Manage and maintain the COO’s calendar, including scheduling meetings, calls, and appointments.

• Coordinate internal and external meetings across multiple stakeholders and time zones.

• Prepare meeting agendas, documents, and briefing materials.

• Take meeting notes and track action items when required.

Travel Coordination

• Plan and book domestic and international travel (flights, hotels, transportation).

• Create detailed travel itineraries for the COO.

• Manage travel changes, cancellations, and logistics.

• Handle expense tracking and travel reimbursement documentation.

Email & Communication Management

• Monitor and manage the COO’s inbox when delegated.

• Draft, edit, and send professional correspondence on behalf of the COO.

• Prioritize emails and flag urgent communications.

• Coordinate communication between the COO and internal teams or external partners.

Administrative & Operational Support

• Assist with preparation of presentations, reports, and documents.

• Maintain confidential files and records.

• Support project coordination and follow-ups for operational initiatives.

• Organize digital files, documents, and workflows.

Event & Meeting Logistics

• Coordinate executive meetings, board meetings, and leadership sessions.

• Arrange meeting spaces, technology, and catering when needed.

• Assist in planning company events or executive offsites.

Expense & Documentation Management

• Track and reconcile executive expenses.

• Maintain receipts, reports, and documentation for finance.

• Support contract or document processing as needed.

Required Skills

• Exceptional organization and time-management skills

• Strong written and verbal communication

• High level of discretion and confidentiality

• Ability to prioritize tasks and work independently

• Attention to detail and proactive problem solving

• Professional executive presence

Preferred Qualifications

•  1-5 years experience supporting  leadership

• Proficiency with productivity tools (Google Workspace, Microsoft Office, Slack, Zoom, calendar systems)

• Experience coordinating executive travel and complex scheduling

PAY DOE $45K TO $65k