Executive Assistant to the Chief Operating Officer (COO)

Executive Assistant to the Chief Operating Officer (COO) at The Quest Organization Executive Assistant to the Chief Operating Officer (COO) at The Quest Organization in Bronxville, New York Posted in 1 day ago.

Type:

full-time

Job Description:

The Executive Assistant to the COO provides high-level administrative, operational, and strategic support to the Chief Operating Officer. This role serves as a trusted partner to the COO, helping manage daily priorities, streamline operations, coordinate cross-functional initiatives, and ensure the efficient execution of business objectives across a fast-paced, multi-entity organization. The ideal candidate is proactive, highly organized, detail-oriented, and capable of handling sensitive and confidential information with professionalism and discretion. This individual must be able to anticipate needs, manage competing priorities, and operate effectively in a dynamic executive environment. Responsibilities Executive & Administrative Support Manage complex and constantly changing calendars, meetings, and executive priorities for the COO Coordinate domestic and international travel arrangements, itineraries, accommodations, and expense reporting Prepare agendas, presentations, reports, briefing materials, and meeting recaps Screen and prioritize communications, including emails, phone calls, and meeting requests Serve as gatekeeper and liaison between the COO and internal/external stakeholders Maintain highly confidential business and personnel information with discretion Operational & Strategic Support Track key initiatives, operational priorities, and follow-up items across departments Assist with project coordination, timelines, reporting, and accountability tracking Support executive meetings by preparing materials, documenting action items, and ensuring timely follow-up Coordinate communication and collaboration between senior leadership teams and operational departments Conduct research, compile data, and prepare executive summaries to support decision-making Help streamline administrative and operational processes to improve efficiency Relationship Management & Communication Build strong working relationships across departments and with external partners, vendors, and clients Draft professional correspondence and executive communications on behalf of the COO Assist with planning executive meetings, leadership events, and company initiatives Represent the COO's office with professionalism, urgency, and exceptional customer service

Qualifications:

Bachelor's degree preferred 5+ years of experience supporting C-level executives, preferably within a fast-paced corporate environment Exceptional organizational, multitasking, and time-management skills Strong written and verbal communication abilities Ability to exercise sound judgment, maintain confidentiality, and work independently Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint Experience coordinating across multiple departments and managing executive-level priorities Highly adaptable, resourceful, and proactive with strong attention to detail

Preferred:

Experience supporting executives in consumer products, manufacturing, distribution, logistics, beverage, or multi-entity organizations Familiarity with executive reporting, operational coordination, and project management Experience working in a family-owned or privately held business environment is a plus