Assistant to the COO

Part-Time Assistant to the Chief Operating Officer (COO)
Roles and Responsibilities:
General Contact for Communication:
- Serve as the primary point of contact for internal and external communications and make sure important messages are responded to in a timely manner.
- Screen and prioritize emails, and messages, forward relevant information, and respond to routine inquiries when appropriate.
Calendar Management:
- Maintain and update calendar with appointments, meetings, and events.
- Coordinate with other team members and stakeholders to schedule meetings that align availability and priorities.
Planning and Organizing Meetings:
- Assist in planning and organizing meetings, including arranging venues, sending invitations, and preparing meeting materials.
- Collaborate with relevant parties to ensure all necessary information is available for successful meetings.
Administrative Support:
- Provide general administrative support, including managing documentation, preparing reports, and maintaining organized files.
- Assist in handling travel arrangements, expense reporting, and other administrative tasks as required.
Handling Emails:
- Monitor email inbox, categorizing messages, flagging urgent matters, and drafting responses as needed.
- Prioritize and filter incoming emails, ensuring essential communications are addressed promptly.
Note-Taking During Meetings:
- Attend meetings and take detailed notes, summarizing key discussion points, decisions, and action items.
- Produce accurate and concise meeting minutes for distribution and follow-up purposes.
- Work collaboratively with the COO and other team members to manage tasks, projects, and deadlines using or any other task management tool.
- Regularly update task statuses, track progress, and ensure tasks are completed on time.
- Assist in creating visually appealing presentations and reports for the COO.
- Monitor project timelines and deadlines, proactively alerting the COO and relevant team members to potential delays or issues.
- High level of professionalism, confidentiality, and attention to detail while supporting the COO's daily operations and contributing to the overall success of the organization.
- Be proactive, well-organized, and capable of handling multiple tasks efficiently.
What you need:
- Previous experience with Amazon is an advantage
- Extreme self-motivation and problem-solving skills
- A natural aversion to letting problems be left unsolved
- Attention to detail and prompt reporting adherence to deadlines
- Have previous experience working as an EA
- Excellent communication and collaboration skills