Executive Assistant, Chief Operating Officer, Digital

Responsibilities

• Manage a complex and demanding calendar and travel schedule, routinely planning, coordinating and scheduling meetings across multiple time zones.
• Act as a strategic gatekeeper for the COO's time — prioritising requests, ensuring alignment with key priorities, and diplomatically declining or redirecting lower-value commitments.
• Arrange business travel, prepare detailed itineraries and country engagement plans, and process expenses efficiently in Concur.
• Confidently liaise with senior executives, customers, partners, and relevant external stakeholders.
• Serve as a trusted liaison between the COO, direct reports, and the wider organisation — representing the Digital & Innovation Office with professionalism and discretion.
• Inbox management: Continuously review, categorise, and action inbox items on behalf of the COO where appropriate.
• Propose and implement an inbox management approach including automation rules and filtering to maximise focus.
• Communication channels: Monitor key communication channels (Outlook, Teams, Viva Engage, LinkedIn) and surface critical information in a timely and structured way to keep the COO informed and prepared.
• Briefing materials and meeting management: Develop meeting materials including background research, participant profiles, previous commitments, and suggested discussion points. Prepare briefing packs ahead of key meetings.
• Organise and execute meetings, distribute actions, and follow up on commitments to accelerate executive decision-making.
• Prepare exec summaries following key meetings based off of recordings and transcripts.
• Event and meeting logistics: Plan and organise all hands meetings and high-profile external engagements. Manage venue, catering, AV/video conferencing, IT setup, and security access. Support the setup of Zoom webinars as required, host all hands and town hall meetings.
• Support the setup of Zoom webinars as required, host all hands and town hall meetings.
• Special projects and initiatives: Provide support and program management for strategic projects, employee engagement initiatives, and Digital & Innovation Office programmes. Coordinate special projects and department-wide events, like all hands, town halls, and support slide deck creation.
• Procurement support: Raise purchase orders and manage approvals using Coupa. Facilitate timely approval of invoices for payment. Maintain accurate records of procurement activity.
• Systems administration: Manage delegated approvals across systems and workflows, ensuring appropriate documentation and escalation where required. Track follow-ups on approvals, signatures, and responses to maintain momentum.
• Review and manage all travel and expense approvals on behalf of the executive, while using strong judgement regarding approvals and notifications, and discretion.

Qualifications

• The targeted pay range for this position in the following location is / locations are: United States - New York City Office NYO1 : 77,000 - 115,600 USD / Annual United States - DA1 Dallas : 70,000 - 105,000 USD / Annual Our pay ranges reflect the minimum and maximum target for new hire pay for the full-time position determined by role, level, and location.
• The pay range shown is based on our compensation structure in place at the time of posting and may be updated periodically based on business needs.
• Individual pay is based on additional factors including job-related skills, experience, and relevant education and/or training.
• The targeted pay range listed reflects the base pay only and does not include bonus, equity, or benefits.
• Employees are eligible for bonus, and equity may be offered depending on the position.