The incumbent is expected to anticipate needs, identify gaps, surface risks and opportunities, and translate priorities into action across the business. Success requires exceptional judgment, emotional intelligence, and influence, paired with strong technological capability to streamline workflows, build visibility (dashboards/reporting), and create scalable operating rhythms that help the organization grow sustainably.

Key Accountabilities

Job Title

Important Tasks / Activities / Outcomes

Executive Workflow, Inbox & Priority Management

• Own the COO’s day-to-day workflow: calendar strategy, meeting hygiene, time-blocking, and proactive schedule design to align time with priorities.

• Manage and triage the President’s and the COO’s inbox and key communication channels:

o Filter and prioritize requests using context and judgment

o Draft responses, route items to owners, and ensure follow-up to closure

o Create a simple system to track inbound requests, commitments, and deadlines

• Support Senior Leadership and related entities on an as-need basis

• Prepare “decision-ready” briefing materials (context, options, risks, recommendation) ahead of key meetings.

• Reduce “time-to-action” by converting messages, ideas, and meeting outputs into clear next steps, owners, and timelines.

Strategic Execution & Accountability (“Move Things Forward”)

• Establish and run lightweight operating rhythms: weekly priority reviews, action logs, and decision registers for the COO and leadership as appropriate.

• Track cross-functional commitments made by leadership (who/what/when) and follow up persistently and diplomatically.

• Identify bottlenecks and escalate issues early with proposed solutions—not just problems.

• Serve as a connector across teams to align stakeholders, clarify expectations, and keep work moving.

• Centralizing communication and coordination between Shareholders, COO, and all the Directors reporting to the COO to ensure decisions and follow-ups are consistently executed.

• Owning the setup and coordination of leadership meetings (All level meetings: Executives, Directors, Town Halls), agendas, notes taking.

Operational Intelligence, Gap-Finding & Problem Solving

• Monitor operational signals (workload, handoffs, recurring issues, overdue decisions) and identify gaps in process, ownership, tools, or communication.

• Conduct root-cause analysis on recurring breakdowns; recommend and implement practical fixes.

• Build simple dashboards and reporting to provide visibility into key metrics, project health, and operational performance.

• Support risk identification and mitigation planning across operations (operational, reputational, delivery, compliance).

Process Optimization & Technology Enablement

• Lead continuous improvement initiatives that streamline workflows between departments and reduce friction (handoffs, approvals, documentation, communications).

• Use strong technology fluency to improve how work gets done, including:

o Workflow automation and standardization (templates, intake forms, trackers)

o Document management and version control practices

o Collaboration tool optimization (e.g., Teams/SharePoint; task management platforms)

o Reporting tools (e.g., dashboards, structured updates)

• Evaluate new tools and propose solutions that improve speed, clarity, and consistency—while keeping change adoption realistic for the team.

Strategic Planning & Business Growth Support

• Help with planning by gathering information, organizing it clearly, and keeping track of how major projects and goals are progressing.

• Support business planning by helping teams coordinate their work, making sure resources are in place, and keeping everyone aligned as priorities change.

• Look for new opportunities for the company to grow, such as new services, partnerships, or markets, by collecting information, summarizing what it means, and helping the team take next steps.

Leadership, Culture & Change Support

• Act as a trusted partner to the President & COO with high discretion, sound judgment, and strong emotional intelligence.

• Support change management by helping leaders communicate clearly, anticipate impacts, and close feedback loops.

• Enable leadership effectiveness by improving meeting discipline, decision clarity, and follow-through habits.

• Navigate sensitive situations thoughtfully; support respectful communication and relationship repair when needed.

• Act as the link between members of the senior leadership team by keeping everyone aligned, sharing information clearly, and helping ensure we move forward together on shared goals.

External Relations & Executive Readiness

• Prepare briefing notes, talking points, and context for external meetings, conferences, and key partnerships.

• Track external relationship touchpoints and ensure follow-up actions are completed.

• Monitor relevant industry trends and competitor activity and summarize implications for leadership discussions.

Position Requirements

Requirements

Required

Education

• Bachelor’s degree in business administration, Communications or a related field. (or equivalent combination of education and experience)

Experience

• Minimum 5+ years of experience in an executive support role.

• Demonstrated experience driving execution across multiple stakeholders (e.g., initiative coordination, operational improvements, change support).

• Proven ability to manage competing priorities, handle ambiguity, and independently move work forward to completion.

• Experience working in ERPs and other corporate systems, CRMs, and accounting systems.

Designations & Certifications

• N/A

Knowledge, Skills & Abilities

• Strategic + execution mindset: can translate strategy into action and measurable progress.

• Operational excellence: strong process improvement capability; simplifies complex workflows.

• Tech-savvy operator: advanced comfort with modern productivity tools, collaboration systems, and workflow automation; learns new tools quickly.

• Exceptional judgment & discretion: handles sensitive topics with confidentiality and professionalism.

• High empathy + influence: builds trust quickly, communicates with tact, and drives follow-through without formal authority.

• Analytical problem-solver: synthesizes information, identifies patterns, and proposes pragmatic solutions.

• Executive communication: concise writing, strong briefing skills, and ability to tailor messaging by audience.

• Project & stakeholder management: organizes work, clarifies ownership, and keeps momentum across functions.

• Adaptability: thrives amid change, shifting priorities, and growth-stage ambiguity.

Working Conditions

• Primarily works in a standard office environment with minimal exposure to physical hazards.
• May encounter high-stress situations, especially when dealing with tight deadlines, multiple projects, or significant organizational changes.
• This position requires that the candidate will be in front of a computer for long periods, up to 8 hours a day.
• Potential discomfort when working with computers for long periods may happen.