Executive Assistant to COO

Northern Lights Candles•Town of Wellsville, NY

22d•Onsite

About The Position

This role serves as a primary partner to the COO, managing priorities, communications, and daily operations. The Executive Assistant will handle complex calendar scheduling, travel logistics, bookings, and expense reporting. They will also coordinate and prepare materials for meetings, presentations, and executive reporting, acting as a proxy for the COO when appropriate. Additionally, the role involves leading and managing special projects, championing a positive culture, supporting employee relations, and planning engagement initiatives. The Executive Assistant will also partner with leadership on development initiatives, analyze data to generate insights, and act as a liaison between site operations and corporate HR. Collaboration with finance teams on budgeting and reporting, and handling confidential information with discretion are also key aspects of this position.

Requirements

Bachelor’s degree or equivalent experience required
5+ years of experience in executive support, operations, HR, or a related field
Proven ability to manage complex projects and competing priorities
Strong interpersonal and communication skills with the ability to influence and engage at all levels
High level of emotional intelligence, professionalism, and discretion
Advanced proficiency in Microsoft Office and data/reporting tools

Nice To Haves

Experience in employee relations and leadership development strongly preferred
Demonstrated proficiency with D365 and Monday.com familiarity beneficial

Responsibilities

Serve as a primary partner to the COO, managing priorities, communications, and daily operations
Manage complex calendar scheduling, travel logistics, bookings, and expense reporting with accuracy and efficiency
Coordinate and prepare materials for meetings, presentations, and executive reporting
Act as a proxy for the COO when appropriate, ensuring alignment in messaging, tone, and decision-making
Lead and manage special projects, ensuring timelines, deliverables, and cross-functional coordination are met
Champion a positive, high-performance culture aligned with company values
Support employee relations efforts, including coaching and conflict resolution
Plan and lead employee engagement initiatives, events, and internal communications that motivate and inspire teams
Serve as an engaging and professional emcee for company events, meetings, and gatherings
Act as a visible and trusted presence across departments, fostering connection and morale
Partner with leadership to support and advance leadership development initiatives
Provide coaching support, tools, and resources to managers to strengthen leadership effectiveness
Identify gaps in leadership capabilities and recommend scalable development solutions
Analyze employee, operational, and engagement data to generate actionable insights
Build dashboards, reports, and presentations to inform leadership decision-making
Act as a key liaison between site operations and corporate HR
Ensure alignment with corporate HR policies, programs, and compliance requirements, serving as a bridge to collaboratively refine and implement solutions that meet both corporate standards and local operational needs.
Collaborate with HR on talent planning, workforce initiatives, and organizational strategy
Partner with finance teams on budgeting, reporting, and operational planning as needed
Prepare and manage expense reports with a high level of accuracy and timeliness
Handle sensitive and confidential information with the highest level of discretion and professionalism