Executive Assistant to Chief Operations Officer
About The Position
The Executive Assistant to the COO is a strategic partner and trusted right-hand to the Chief Operating Officer, responsible for managing executive priorities, protecting the COO's time, and ensuring the smooth execution of critical initiatives across the organization. This role coordinates cross-functional projects, anticipates the needs of the executive office, and works proactively to ensure that deadlines, deliverables, and key business priorities are met. The ideal candidate operates with sound judgment, discretion, and a high degree of professionalism, serving as a key liaison between the COO and department leaders across Tropicana Companies.
Requirements
- High school diploma or equivalency required
- Microsoft Outlook, Teams, and OneDrive
- Advanced Microsoft Office Proficiency, particularly Excel
- Adobe Acrobat
- AI productivity tools (e.g., ChatGPT, Microsoft Copilot)
Nice To Haves
- Associate's or bachelor’s degree in business administration, Communications, or a related field preferred
- Prior experience in administrative support, executive support, property management, leasing, compliance, or a related field is preferred but not required
- Property management software experience preferred (e.g., Blue moon or similar platforms)
Responsibilities
- Managing the COO's calendar, including scheduling and prioritizing appointments, meetings, and conferences
- Helping manage priorities and deadlines on behalf of the COO, with increasing ownership as experience grows
- Tracking projects and following up with department leaders on outstanding items
- Preparing reports, presentations, and meeting agendas
- Recording meeting minutes and tracking action items through to completion
- Assisting with HR, legal, and other confidential documentation with discretion and accuracy
- Coordinating and communicating with department managers on behalf of the COO
- Acting as a point of contact for the COO's phone calls, correspondence, and inquiries
- Arranging travel logistics, including itineraries, accommodations, and expense reporting
- Preparing correspondence, documentation, and other materials as needed
- Taking on additional projects and greater independent responsibility as knowledge and skills develop
- Performing other duties as assigned to support the executive office
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
High school or GED
