Operations Executive Assistant

Strongward•New Orleans, LA

About The Position

The Operations Executive Assistant provides high-level administrative, operational, and project coordination support to the Chief Operations Officer. This role manages executive scheduling, meeting preparation, stakeholder coordination, follow-up, operational records, reporting, budget tracking, and confidential communications. By anticipating needs, organizing priorities, maintaining accurate systems, and ensuring timely follow-through, this position enables the COO to focus on strategic decision-making while strengthening operational efficiency, cross-functional alignment, accountability, and execution of organizational priorities.

Requirements

Bachelor’s degree in business administration, nonprofit management, operations, finance, or a related field preferred; equivalent experience may be considered.
Typically requires 3–5 years of progressively responsible experience providing executive-level administrative support, preferably supporting a C-suite or senior leader.
Experience should include managing complex calendars, preparing meeting materials, coordinating projects, tracking action items, supporting confidential communications, and contributing to cross-functional operational initiatives.
Strong organization, prioritization, written communication, meeting preparation, follow-up, and stakeholder coordination skills.
Ability to track timelines, milestones, budgets, expenses, action items, and performance indicators with accuracy and attention to detail.
Proficiency with Microsoft Office, cloud-based collaboration tools, scheduling systems, data management platforms, and reporting tools.
Demonstrated ability to handle sensitive and confidential information with discretion, professionalism, and sound judgment.
Mandatory checks (e.g., criminal background, drug screening); Legal Work Authorization: Residency or citizenship requirements; SBP Standard - Pass a criminal history check to include National Sex Offender Registry, State, and FBI

Responsibilities

Manage the COO’s calendar, inbox, travel, and daily priorities; anticipate scheduling conflicts, protect time for high-priority work, and ensure the COO is prepared for meetings, decisions, and deadlines.
Serve as a trusted liaison for internal and external stakeholders, screening requests, coordinating follow-up, and escalating issues that require the COO’s attention.
Prepare agendas, briefings, meeting materials, minutes, action item trackers, presentations, and follow-up communications for board, executive, and cross-functional meetings.
Maintain organized records, confidential files, operational documents, administrative systems, and standard operating procedures to ensure accurate information, efficient workflows, and strong internal coordination.
Maintain tracking systems for operational commitments, decisions, deadlines, and action items, ensuring follow-through to completion.
Support monitoring of programs, projects, initiatives, and operational budgets, including expense tracking, budget updates, and adherence to approved spending plans.
Coordinate invoices, purchasing documentation, reimbursements, and expense reports, ensuring accuracy, timeliness, and appropriate approvals.
Act as a central communications point for the operations team, ensuring timely, professional, and accurate coordination with internal and external stakeholders.
Draft, edit, and coordinate correspondence, presentations, talking points, and other communications on behalf of or in support of the COO.
Exercise sound judgment and discretion when handling sensitive information, personnel matters, organizational priorities, and confidential records.