Executive Administrative Assistant

BMG Money

15d•Hybrid

About The Position

We are hiring an Executive Administrative Assistant who will act as an extension of the COO, managing time, priorities, relationships, and day-to-day execution. This role goes far beyond scheduling. The ideal candidate protects the COO’s attention, drives clarity across the organization, and ensures every minute of the day aligns with strategic priorities. They operate with calm discipline, absolute discretion, and a deep understanding of how high-performance executives function. This person will own the executive’s calendar, workflow, information flow, and daily structure with the objective of maximizing impact, reducing friction, and enabling consistently strong execution.

Requirements

3+ years supporting C-suite executives in high-velocity, high-expectation environments.
Demonstrated ability to manage complex calendars and competing priorities with near-zero error tolerance.
Strong strategic judgment, ability to anticipate needs, and comfort making decisions independently.
Exceptional written and verbal communication skills.
High emotional intelligence with the ability to manage relationships at all levels, including board members.
Experience navigating sensitive information with absolute discretion.
Mastery of time management, organization systems, productivity tools, and communication platforms.

Responsibilities

Fully own and manage the COO’s calendar, serving as the gatekeeper for all internal and external commitments.
Evaluate and prioritize requests based on business value, urgency, relationships, and strategic importance.
Proactively design the daily and weekly schedule to balance meetings, focus time, decision windows, travel, communication, and personal commitments.
Anticipate conflicts and resolve them independently with minimal disruption.
Build and maintain a consistent executive operating rhythm including prep documents, briefing notes, meeting packets, follow-ups, and debriefs.
Ensure the COO enters every meeting fully prepared with context, decisions required, and materials organized.
Track all action items, deadlines, and commitments across functions, ensuring execution without requiring the COO’s reminders.
Maintain a real-time pulse on priorities, shifting agendas and reorganizing the day as needs evolve.
Coordinate personal and professional logistics to maintain a seamless daily experience.
Support travel, events, household coordination, scheduling, and other needs that ensure an organized and friction-free daily flow, acknowledging that personal and professional demands often intersect and must be managed together to maintain continuity.
Maintain strict confidentiality and boundary management across all matters.
Serve as a trusted liaison between the COO and senior leaders, board members, partners, and external stakeholders.
Draft, refine, and send communications on the COO’s behalf with precision and professionalism.
Ensure clarity in communication flow so the COO is continuously informed of risks, deadlines, issues, and decisions requiring attention.
Organize and manage information, documents, and knowledge systems for quick access and efficient decision-making.
Prepare summaries, talking points, briefing notes, follow-ups, and structured updates before and after all key meetings.
Identify conflicts, risks, or dependencies early and elevate them with clear recommendations.
Build and maintain the COO’s task management system, ensuring alignment with strategic goals.
Follow up with leaders across the organization to close loops and drive accountability.
Keep the COO’s schedule and priorities aligned with board deadlines, operating cadences, and strategic initiatives.