Executive Assistant to the COO
Overview
Incite Tax is seeking an Executive Assistant to work closely with the COO. This role is not a task-execution role but rather a judgment role where the candidate runs alongside the executive, making sure nothing slips through the cracks.
Responsibilities
Own tracking and follow-up on the COO's active initiatives. Manage moving parts, deadlines, and action items across multiple workstreams simultaneously.
Identify what the COO needs before he asks, whether that is information, logistics, or a decision that needs to be made. Treat requests with urgency and bring recommended answers.
Manage the COO’s schedule with high judgment, balancing meetings, deep-work buffers, and shifting business priorities.
Own the inbox. Triage incoming messages, draft and send responses on the COO's behalf, and surface only what genuinely requires his attention.
Act as the primary filter for the COO’s time and attention; evaluate requests, set firm boundaries, and redirect inquiries to the appropriate leads.
Serve as a central hub for internal teams, leadership, and external partners to drive clarity, alignment, and follow-through on key initiatives.
May include oversight and direction of junior administrative staff, setting expectations, following up on deliverables, and escalating only what genuinely requires leadership involvement.
May own first-pass vendor communications, coordination, and relationship management across a range of operational and business needs.
Provide support on personal logistics and lifestyle coordination as needed.
Maintain internal workflows, documentation, and post-meeting execution at a high standard. Own follow-up from leadership meetings and ensure decisions made in the room get executed outside of it.
Identify and implement systems that improve executive efficiency and organizational effectiveness. Document your own role and processes as you build them.
Qualifications
C-Suite Support Experience: Minimum 5 years supporting a COO or C-level leader in a high-accountability, high-pace environment. Discretion and sound judgment are non-negotiable.
Demonstrated Inbox Mastery: Extensive experience owning and managing an executive inbox. You must be comfortable prioritizing, drafting, and sending responses on the executive's behalf, not simply monitoring or flagging messages.
Voice-Level Communication: Strong written and verbal communication skills, with the ability to draft in the executive's voice across a wide range of internal and external communications.
Recommendation-First Mindset: You answer 80 percent of your own questions before they reach the executive. The other 20 percent you bring with a proposed solution already attached. You do not route problems upward. You solve them.
Operates with Urgency and Accuracy: When the executive makes a request, you move. Immediately. Speed is not enough without accuracy, and accuracy is not enough without speed. You have a proven track record of delivering under time pressure without sacrificing quality or details.
Business-Minded and Operationally Aware: You understand how time management and execution connect directly to business outcomes. You think about the downstream impact of your decisions before you make them.
High-Stakes Reliability and Authorization Judgment: Calm and steady under pressure. Handles urgent, ambiguous, and confidential situations with total integrity. You have a clear and consistent sense of what you own independently versus what requires explicit approval from the executive. That line does not move without a conversation.
Organizational Excellence and Project Management: Highly detail-oriented with the ability to manage competing priorities across multiple workstreams simultaneously. Proactively surfaces blockers before they become problems.
Adaptive Relationship Management: Skillful at building rapport quickly across leadership, staff, and external partners. Moves issues forward efficiently without needing the executive to smooth the path.
Continuous Improvement: Strong process-oriented mindset with a natural inclination to identify inefficiencies and build repeatable systems. You leave every process better than you found it and you document it so the next person can replicate it.
Culture Fit: You are a team player who appreciates a lighthearted, high-performing culture. Dad jokes are welcome. So is directness, ownership, and a genuine sense of humor about the chaos that comes with supporting a fast-moving executive. If you need everything to be perfectly defined before you can move, this is not the right seat.
Benefits
Comprehensive health insurance
401K with employer match
Paid Time Off (PTO)
14 paid holidays (including Christmas Eve through New Year’s Day)
Opportunities for professional development and career growth
Casual dress code (jeans and t-shirts encouraged)
Supportive culture that values work-life harmony and employee well-being