Executive Assistant

BrightPath Early Learning & Child Care•Fremont, CA

12d•$80,000 - $90,000

About The Position

The Executive Assistant to the Chief Operating Officer provides high-level administrative, operational, and strategic support. This role requires exceptional organizational judgment, discretion, and the ability to operate effectively in a high-growth, operationally driven environment. The ideal candidate is detail-oriented, anticipates needs, and manages competing priorities with ease. The EA acts as a trusted partner, ensuring executive priorities are executed efficiently while enabling seamless communication, coordination, and decision-making across the organization.

Requirements

3+ years of experience as an Executive Assistant supporting Executives.
Experience supporting a COO or Operational Executive is strongly preferred.
Exceptional organizational, time-management, and prioritization skills.
Strong written and verbal communication skills.
High level of professionalism and discretion.
Ability to manage ambiguity, shifting priorities, and tight deadlines.
Advanced proficiency in Microsoft Office and collaboration tools (Outlook, Teams, PowerPoint, Excel, etc.).

Nice To Haves

Experience in a global, fast-paced, or matrixed organization.
Familiarity with board support, leadership offsites, or executive governance processes.
Project management experience or certification is a plus.

Responsibilities

Serve as a trusted right-hand partner to the COO, anticipating needs and proactively managing priorities.
Provide secondary or shared support to other Executives as required.
Act as a gatekeeper for the COO, managing access, priorities, and sensitive communications.
Prepare Executives for meetings and presentations with well-organized briefs and materials.
Assist with the management of the COO’s high-volume calendar across multiple time zones.
Prioritize and optimize scheduling to align with business-critical objectives.
Coordinate and schedule internal and external meetings, leadership offsites, and board-related sessions.
Anticipate conflicts and proactively propose solutions.
Plan and manage meetings, including agenda development, logistics, note-taking, and action tracking.
Prepare correspondence, presentations, reports, and briefing materials.
Manage preparation and follow-up for recurring Executive and Leadership meetings.
Maintain clear documentation and dashboards for executive priorities.
Coordinate complex domestic and international travel, including itineraries, visas, accommodations, and contingencies.
Arrange ground transportation and car bookings as needed.
Manage expense reporting and reimbursement for the COO.
Review, validate, and submit expense reports for the COO’s direct reports, ensuring accuracy, compliance, and timely approval in line with company policies.
Handle highly sensitive and confidential information with discretion and professionalism.
Support compliance with internal policies, controls, and governance requirements.
Assist with board, audit, or legal-related administrative coordination as needed.
Identify opportunities to improve executive workflows, tools, and processes.
Lead or support special projects and cross-functional initiatives on behalf of the COO.
Partner with other EAs to ensure consistency, coverage, and best practices across the executive team.
Coordinate inputs, materials, and logistics for Leadership meetings.
Support internal alignment by working closely with the COO’s direct reports and leadership team.
Track, follow up on, and ensure timely completion of executive action items and commitments.