Executive Assistant

Job Title: Executive Assistant to the Chief Operating Officer (COO)

Location: Charlotte, NC

Reports To: Chief Operating Officer

Employment Type: Full-Time

Position Overview:

We are seeking a highly skilled and proactive Executive Assistant to provide comprehensive support to the Chief Operating Officer (COO). This role is critical to ensuring the COO’s time, communications, and priorities are managed efficiently while enabling seamless coordination across internal teams and external partners. The ideal candidate brings strong executive presence, exceptional organizational skills, and the ability to operate confidently in a fast-paced, global environment.

Key Responsibilities:

• Provide full calendar management for the COO, proactively identifying and resolving scheduling conflicts.
• Review, prioritize, and manage executive email correspondence; draft and send responses on behalf of the COO as appropriate.
• Screen and manage incoming calls, visitors, and correspondence.
• Coordinate complex domestic and international travel arrangements.
• Draft, edit, and prepare executive communications including emails, memos, reports, and correspondence.
• Develop high-quality presentations for executive leadership, board meetings, and company-wide audiences with minimal direction.
• Collaborate with internal teams to gather data and content for presentations and reports.
• Support contract administration by routing documents for signatures, scanning, and managing electronic execution.
• Prepare and process executive expense reports; review and approve expenses for direct reports as needed.
• Organize meetings, prepare summaries, and coordinate catering and logistics.
• Plan and manage executive-sponsored events in Charlotte and other U.S. locations.
• Manage office visitors and oversee incoming calls and emails to ensure a professional office experience.
• Coordinate with maintenance and service vendors to ensure the office remains clean, safe, and operational.
• Build and maintain relationships with travel agencies, hotels, and ground transportation providers.
• Provide notary services to company officers as required.

Qualifications and Experience:

• Bachelor’s degree required, with significant experience supporting senior executives in a global organization.
• Exceptional written and verbal communication skills with strong executive presence.
• Highly organized with exceptional attention to detail and follow-through.
• Proactive and able to manage competing priorities in a time-sensitive environment.
• Strong ability to translate complex information into clear, compelling presentations.
• Proven discretion and sound judgment when handling confidential information.
• Experience creating written procedures and training employees on office processes.
• Demonstrated project management skills with the ability to meet deadlines and take ownership.
• Proficiency in Microsoft Word, PowerPoint, Excel, Outlook, Microsoft Teams.
• Prior marketing and/or corporate communications experience strongly preferred.
• Certified or eligible to become a North Carolina Notary Public.

Work Environment:

• Office-based position located in Charlotte, NC.
• Occasional travel required (approximately 10%) for company meetings and events.