Executive Assistant to the COO

DR KILLIGANS INC•Redding, CA

8d•$24 - $30•Hybrid

About The Position

We are seeking a part-time Executive Assistant to support our Chief Operating Officer (COO). The ideal candidate is highly organized, detail-oriented, and proactive, with a steady and consistent approach to their work. This role is essential in helping the COO stay focused on high-impact priorities by providing strong administrative, organizational, and personal support. The Executive & Personal Assistant will manage day-to-day operations, coordinate schedules, and serve as a trusted right hand to ensure the COO’s time and attention are optimized for strategic initiatives.

Requirements

3+ years of experience supporting senior leadership, ideally in a fast-paced or hybrid environment
Highly organized, detail-oriented, and able to deliver accurate work under tight deadlines
Demonstrated ability to manage multiple email accounts, calendars, and communication channels with precision
Exceptional time management skills, with the ability to prioritize competing demands and able to deliver accurate work independently, with minimal guidance
Strong written and verbal communication skills, professional in all interactions, with the ability to communicate directly and work independently without frequent check-ins
Discretion and integrity in handling sensitive and confidential information, with the judgment to ask questions when clarity is needed
Tech-savvy, with proficiency in Google Workspace, Slack, Monday.com, and other digital collaboration tools, and comfortable working on Mac computers
Process-oriented and proactive, with the ability to identify workflow improvements and implement them while collaborating across the organization
Flexibility for occasional on-call availability to respond to urgent matters outside of standard working hours

Nice To Haves

Project Management certification (e.g., PMP, CAPM) is a plus
Occasional travel for company events, including an annual team retreat, is encouraged but not mandatory

Responsibilities

Monitor, review, and file and create ideal system for emails across multiple inboxes, prioritizing messages and alerting the COO of any required actions promptly
Proactively manage the COO’s calendar, including scheduling meetings, resolving conflicts, supporting technology needs, and preparing materials for each appointment
Prepare meeting agendas, take and distribute clear notes, track action items, and ensure timely follow-up and filing
Coordinate travel arrangements; provide local airport drop-off and pick-up as needed; prepare and submit expense reports; and assist with the preparation of documents and presentations.
Provide executive-level administrative support to the COO, including managing and organizing physical and digital filing systems, handling incoming mail by scanning, distributing to relevant internal stakeholders or vendors, and maintaining organized records.
Assist with accounts payable processes by organizing invoices, preparing checks for signature, and performing other clerical duties as needed to support smooth office operations.
Serve as a professional and approachable liaison between the COO and internal/external stakeholders across Slack, email, and phone, helping prioritize requests and managing the COO’s time effectively
Support special projects, research tasks, and internal coordination as needed
Order groceries, plan meals, and coordinate ongoing personal or household appointments
Collect mail, scan and file documents, facilitate returns, and support ad hoc administrative tasks specific to the COO, including coordination of documents, deliveries, and other office-related responsibilities as needed.
Sell items on online platforms (e.g., Facebook Marketplace) as needed
Plan, coordinate, and prepare professional and personal events, including ordering and picking up meals, setting up for on-site meetings or gatherings, and assisting with event facilitation. Collaborate with other staff as needed for larger events.
Support tasks related to additional office spaces or other locations
Assist with occasional meal preparation or other household/office-related tasks as requested