Executive Assistant to the COO - Remote/Worldwide

Description

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Job Title: Executive Assistant to the COO

Location: Remote

Reports To: Chief Operating Officer (COO)

Type: Full Time

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to

support the Chief Operating Officer (COO) of a fast-growing tax advisory firm. This role is critical

in ensuring the COO operates efficiently and effectively by managing communications,

administrative tasks, and project coordination efforts.

The ideal candidate is tech-savvy, resourceful, an excellent communicator, and comfortable

operating in a fast-paced, confidential, and high-performance environment.

Key Responsibilities

● Email Management:

Monitor, filter, and organize the COO’s inbox. Prioritize important messages, draft

responses, and ensure follow-ups are completed.

● Calendar & Schedule Coordination:

Manage the COO’s daily calendar, schedule internal/external meetings, and proactively

resolve conflicts. Ensure all commitments are confirmed and appropriate preparation has

been made

● Meeting Support & Note Taking:

Attend meetings as needed to capture action items, decisions, and key takeaways.

Organize and distribute meeting notes and follow-up tasks.

● Communication Management:

Serve as a gatekeeper and liaison for internal staff, clients, and partners. Draft and

proofread written communications on behalf of the COO.

● Task & Project Coordination:

Support execution of high-priority initiatives by tracking deadlines, updating project

boards, completing requested research, and coordinating with key team members.

● Travel Planning & Logistics:

Coordinate travel, accommodations, expense reports, and itineraries as needed.

● Confidentiality & Discretion:

Handle sensitive information with a high level of professionalism and confidentiality.

Required Qualifications

● Proven experience as a Personal Assistant, Executive Assistant, or similar support role

(experience in a finance or professional services firm is a plus)

● Strong command of tools like Google Workspace (Gmail, Calendar, Docs), Zoom, Slack,

Notion, and task/project management software (Asana, ClickUp, etc.)

● Exceptional English language written and verbal communication skills

● High attention to detail and organizational skills

● Ability to work independently, prioritize effectively, and anticipate needs

● Trustworthy, dependable, and discreet

Preferred Qualifications

● Experience supporting a C-suite executive

● Familiarity with tax, finance, or professional services industries

● Comfortable adapting quickly to changing priorities

● Strong critical thinking and problem-solving skills