Executive Personal Assistant for COO

About the Role:
  We are searching for a highly organized and efficient Executive Personal Assistant to join our team in San Antonio, TX. The ideal candidate will be an exceptional organizer and communicator, capable of managing complex schedules, coordinating travel, and handling day-to-day administrative tasks to support the COO. This role requires a proactive individual with a strong ability to prioritize, manage multiple tasks simultaneously, and work independently. The Executive Personal Assistant will play a crucial role in ensuring the COO's operations run smoothly and efficiently, making it an excellent opportunity for someone looking to make a significant impact in a fast-paced environment.

  Responsibilities:

• Administrative Support: Provide comprehensive administrative support to the COO, including managing email correspondence, preparing reports, and handling confidential documents with discretion.
• Schedule Management: Maintain and manage the COO's calendar, ensuring efficient allocation of time for meetings, appointments, and travel. Prioritize and reschedule meetings as needed to accommodate urgent requests.
• Travel Coordination: Arrange all aspects of travel for the COO, including flights, accommodations, and itineraries, ensuring seamless and efficient travel experiences. Handle any travel-related issues that may arise promptly.
• Meeting Preparation: Prepare meeting agendas, provide necessary documentation, and take detailed minutes during meetings. Follow up on action items to ensure timely completion.
• Communication Liaison: Act as the primary point of contact between the COO and internal/external stakeholders. Facilitate smooth communication and respond to inquiries on behalf of the COO when appropriate.
• Project Assistance: Assist with project management duties, coordinating between different teams, and ensuring deadlines are met. Provide support in the execution and monitoring of project plans.
• Event Planning: Organize and coordinate events, conferences, and meetings, managing logistics from planning to execution, including venue selection, catering, and attendee management.
• Expense Management: Process expense reports and manage budgets related to the COO's office, ensuring accurate and timely reporting.
• Confidentiality: Uphold the strictest levels of confidentiality regarding the personal and professional matters of the COO and the organization.
• Team Collaboration: Work closely with other administrative staff to ensure a cohesive approach to office management and support. Contribute to creating a positive and efficient work environment.

Candidate Qualifications:

  

• 2-3 years of experience as a Personal Assistant or in a similar role, preferably with experience supporting executive-level management.
• Self-motivated with the ability to work effectively with little to no supervision.
• Fluent in English and Spanish.
• Strong organizational skills and exceptional attention to detail.
• High degree of honesty, integrity, and discretion.
• Capacity to handle multiple tasks and adapt to changing situations.
• Valid driver’s licence and comfortable with local travel. Passport ready preferred.

  Background and Reference Checks

What we offer: As part of our commitment to maintaining a safe and trustworthy work environment, all potential candidates will undergo a comprehensive background check, and a credit report check, and will be required to provide both personal and professional references. These steps are crucial in our decision-making process, ensuring that we bring on board individuals who share our values and commitment to excellence.

 

• A dynamic and supportive work environment.
• Opportunities for personal and professional growth.
• Competitive salary and benefits package.

Join Our Mission If you feel you can show up with a great positive attitude, be a role model, work hard, and play hard while handling the responsibilities above, then we want to speak with you! Join us in helping others change their lives.

We are committed to creating an inclusive environment for all employees. We are an equal opportunity employer and will make reasonable accommodations for qualified individuals.