Assistant to the COO

Position Overview

The Assistant to the COO reports directly to the COO and provides administrative support to ensure the efficient operation of the office. This role assists with routine communication between departments, as directed by the COO.

Responsibilities

• Reconciles corporate credit card statements for the COO.
• Captures scheduling and logistical arrangements for meetings, conferences, events, and tours, including internal and external functions.
• Maintains administrative manuals and records related to executive and administrative office functions.
• Captures conference arrangements, including registrations, travel, itineraries, and transportation.
• Prepares routine correspondence, and other documents as requested.
• Maintains subscriptions, publications, and related records for the COO’s office.
• Serves as a liaison with external consultants, vendors, and other stakeholders.

Qualifications

• Bachelor’s degree (BA/BS) preferred.
• Minimum of five (5) years of experience as an Assistant or Administrative Assistant, preferably in a healthcare or corporate setting.
• Strong written and verbal communication, interpersonal, and organizational skills required.
• Ability to read, analyze, and interpret a variety of documents, including reports and correspondence.
• Ability to respond to inquiries from internal and external stakeholders in a professional and timely manner.
• Proficient in preparing routine correspondence, reports, and presentation materials in a clear and consistent format.
• Ability to communicate effectively with all constituents, including residents, families, staff, visitors, vendors, and external partners.
• Proficiency in Microsoft Office, Outlook, and payroll/timekeeping systems; especially proficient in Excel, PowerPoint and Teams.
• Demonstrated ability to maintain discretion and handle confidential information appropriately.