Executive Assistant

Job Description: Executive Assistant to the COO

Salary: $80,000 - 90,000 annually

Position Summary

The Executive Assistant to the Chief Operating Officer provides high-level administrative, operational, and strategic support. This role requires exceptional organizational judgment, discretion, and the ability to operate effectively in a high-growth, operationally driven environment.

The ideal candidate is detail-oriented, anticipates needs, and manages competing priorities with ease. The EA acts as a trusted partner, ensuring executive priorities are executed efficiently while enabling seamless communication, coordination, and decision-making across the organization.

Reporting Relationship

Reports to: Chief Operating Officer (COO)

Key Responsibilities

Executive & Strategic Support

• Serve as a trusted right-hand partner to the COO, anticipating needs and proactively managing priorities.
• Provide secondary or shared support to other Executives as required.
• Act as a gatekeeper for the COO, managing access, priorities, and sensitive communications.
• Prepare Executives for meetings and presentations with well-organized briefs and materials.

Calendar & Time Management

• Assist with the management of the COO’s high-volume calendar across multiple time zones.
• Prioritize and optimize scheduling to align with business-critical objectives.
• Coordinate and schedule internal and external meetings, leadership offsites, and board-related sessions.
• Anticipate conflicts and proactively propose solutions.

Meetings & Operations

• Plan and manage meetings, including agenda development, logistics, note-taking, and action tracking.
• Prepare correspondence, presentations, reports, and briefing materials.
• Manage preparation and follow-up for recurring Executive and Leadership meetings.
• Maintain clear documentation and dashboards for executive priorities.

Travel & Logistics

• Coordinate complex domestic and international travel, including itineraries, visas, accommodations, and contingencies.
• Arrange ground transportation and car bookings as needed.
• Manage expense reporting and reimbursement for the COO.
• Review, validate, and submit expense reports for the COO’s direct reports, ensuring accuracy, compliance, and timely approval in line with company policies.

Confidentiality & Governance

• Handle highly sensitive and confidential information with discretion and professionalism.
• Support compliance with internal policies, controls, and governance requirements.
• Assist with board, audit, or legal-related administrative coordination as needed.

Process Improvement & Special Projects

• Identify opportunities to improve executive workflows, tools, and processes.
• Lead or support special projects and cross-functional initiatives on behalf of the COO.
• Partner with other EAs to ensure consistency, coverage, and best practices across the executive team.

Executive Coordination & Follow-Through

• Coordinate inputs, materials, and logistics for Leadership meetings.
• Support internal alignment by working closely with the COO’s direct reports and leadership team.
• Track, follow up on, and ensure timely completion of executive action items and commitments.

Required Qualifications

• 3+ years of experience as an Executive Assistant supporting Executives.
• Experience supporting a COO or Operational Executive is strongly preferred.
• Exceptional organizational, time-management, and prioritization skills.
• Strong written and verbal communication skills.
• High level of professionalism and discretion.
• Ability to manage ambiguity, shifting priorities, and tight deadlines.
• Advanced proficiency in Microsoft Office and collaboration tools (Outlook, Teams, PowerPoint, Excel, etc.).

Preferred Qualifications

• Experience in a global, fast-paced, or matrixed organization.
• Familiarity with board support, leadership offsites, or executive governance processes.
• Project management experience or certification is a plus.

Key Competencies

• High level of discretion and confidentiality
• Proactive problem-solving mindset
• Attention to detail with the ability to think strategically
• Strong interpersonal and relationship-building skills

Working Style & Expectations

• Operates with a high degree of autonomy and accountability.
• Comfortable working across time zones and outside standard business hours when required.
• Collaborative team player who supports broader EA and leadership community.

Why Join Us

This role offers the opportunity to work closely with Senior Leadership, gain deep exposure to business operations, and make a meaningful impact on organizational effectiveness within a fast-growing North American Early Childhood Education Organization.

You will support leaders shaping the growth and scalability of high-quality childcare services, contributing to an organization with a strong mission, international footprint, and significant opportunities for learning and professional development.