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.
? Assisting with Task Management in ClickUp
? Work collaboratively with the COO and other team members to manage tasks, projects, and deadlines using ClickUp or any other task management tool.
? Regularly update task statuses, track progress, and ensure tasks are completed on time.
? Creating Presentations and Ensuring Tasks/Deadlines Are Not Missed.
? 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
– Clickup knowledge is a definite advantage

Please apply here:
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