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.
• 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.
• Maintain communication channels (Outlook, Teams, Viva Engage, LinkedIn) and surface critical information in a timely and structured way to keep the COO informed and prepared.
• 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.
• 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.
• 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.
• Raise purchase orders and manage approvals using Coupa. Facilitate timely approval of invoices for payment. Maintain accurate records of procurement activity.
• 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:
  • 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.