Job descriptionExecutive 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 COOâ 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 COOâ 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 COOâ 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