Executive Assistant to COO

The Hollister Group - Waltham, MA

Full-time - Mid Level

Waltham, MA

About the position

The Executive Assistant to the COO plays a crucial role in providing high-level administrative and organizational support to the Chief Operating Officer and other key executives. This position involves managing the COO's office operations, overseeing important organizational matters, and fostering strong relationships with internal and external partners. The role requires critical thinking, adaptability, and the ability to navigate complex situations effectively.

Responsibilities

• Manage the COO's daily priorities, including calendar oversight, meeting and event coordination, and preparation of executive documents and presentations.
• Prepare for and attend executive meetings by developing agendas, creating presentation slides, taking notes, and distributing minutes.
• Oversee logistical arrangements for executive meetings, including scheduling, AV setup, agenda preparation, and communication with participants.
• Serve as the main point of contact for leaders and external vendors to ensure the efficient operation of the COO's office.
• Provide administrative support for the recruitment, onboarding, and offboarding processes for medical staff.
• Create and maintain an organized documentation management system, ensuring proper indexing and structure for all documents, including confidential legal agreements.
• Organize meeting schedules for the Board of Directors, Committees, and the Executive Leadership Team.
• Perform other related duties as required.

Requirements

• Bachelor's degree preferred.
• Minimum of four years of relevant experience.
• Experience in project management; PMP certification is a plus.
• Proficiency in PowerPoint, with the ability to design engaging presentations that effectively convey information.
• Strong integrity and the ability to handle sensitive information with discretion.
• Experience collaborating with senior executives and a keen eye for detail.
• Exceptional interpersonal skills with a proven track record of completing projects on time.
• Excellent written and verbal communication skills.
• Strong strategic thinking, analytical, and research skills.
• Flexibility to thrive in a fast-paced, changing environment.
• Ability to prioritize tasks, meet deadlines, and adapt to shifting priorities.
• Proactive with a knack for anticipating needs and taking initiative.