Assistant To Coo

Overview

• Provide administrative support to the COO, ensuring efficient office operations and communication across departments.
• Manage the COO’s calendar, scheduling meetings, and maintaining contact lists and distribution groups.
• Prepare correspondence, reports, and materials, ensuring accuracy and timely delivery.
• Coordinate logistics for meetings, conferences, events, and tours, both internally and externally.
• Maintain administrative manuals, records, and subscriptions for the COO’s office.
• Serve as a liaison with external consultants, vendors, and stakeholders, ensuring professional communication.
• Assist with personnel-related administrative tasks, maintaining strict confidentiality.
• Route inquiries from residents, families, and staff to appropriate departments, ensuring follow-up.

Key Responsibilities & Duties

• Reconcile corporate credit card statements and maintain accurate financial records.
• Coordinate travel arrangements, including registrations, itineraries, and transportation.
• Prepare routine correspondence, reports, and presentation materials in a consistent format.
• Manage incoming calls and messages for the COO, ensuring timely responses.
• Maintain subscriptions and publications relevant to the COO’s office functions.
• Assist in organizing and prioritizing tasks to ensure timely completion of administrative functions.
• Coordinate with internal and external stakeholders for seamless communication and operations.
• Ensure confidentiality in handling sensitive personnel-related matters.

Job Requirements

• Associate of Applied Science (AAS) degree required; Bachelor’s degree preferred.
• Minimum of 2 years of experience as an Assistant; 4 years preferred.
• Proficiency in Microsoft Office, Outlook, Excel, PowerPoint, and Teams.
• Strong written, verbal communication, and organizational skills essential.
• Ability to handle confidential information with discretion and professionalism.
• Experience in preparing correspondence, reports, and presentations in a clear format.
• Ability to interact effectively with residents, families, staff, and external partners.
• Experience in healthcare or corporate settings is advantageous.