Executive Assistant to the COO

Job Title: Executive Assistant to the COO

Department: Executive Leadership

Work Set Up: Hybrid

Reports To: COO



JOB SUMMARY

The Executive Assistant to the Chief Operating Officer (COO) provides strategic and operational administrative support to ensure seamless execution of the COOs daily responsibilities across departments. This role requires a proactive, highly organized individual capable of managing cross-functional schedules, project coordination, communication flow, and operational support. The EA to the COO plays a key role in enabling the COO to focus on high-impact initiatives by handling logistics, internal coordination, and timely task execution.

KEY RESPONSIBILITIES:

Administrative and Operational Coordination

• Manage the COOs calendar, ensuring alignment across multiple departments under their leadership.
• Schedule and prepare for meetings with department heads (e.g., Fulfillment, Production, Warehouse, QRRS, Marketing, Finance, HR).
• Draft, review, and organize reports, presentations, and follow-ups from interdepartmental meetings.

Project and Workflow Support

• Track status updates on major operational initiatives and special projects.
• Support cross-functional workflow between the COOs office and department leads.
• Assist in preparing documentation for quarterly reviews, audits, and process improvements.

Communication and Stakeholder Management

• Serve as a liaison between the COO and internal/external stakeholders.
• Draft internal memos, announcements, and coordination emails on behalf of the COO.
• Maintain discretion when handling sensitive operational and personnel matters.

Event and Travel Planning

• Coordinate the COOs travel and logistics for site visits, company events, and external engagements.
• Support operational events such as offsites, town halls, and institutional outings involving multiple departments.

Process and Records Management

• Maintain updated records of department performance metrics and milestones.
• Manage project files, SOP drafts, and internal documentation in collaboration with department coordinators.

QUALIFICATION AND REQUIREMENTS

Education

• Bachelors degree preferred; equivalent experience in executive or operational support roles may be considered.

Experience

• 2-4 years of experience supporting C-suite or senior operations executives.
• Experience coordinating cross-functional activities and high-level administrative tasks.

SKILLS & COMPETENCIES

Technical:

• Proficient in MS Office; familiarity with project management tools (e.g., Trello, Notion, Asana) is a plus.

Soft Skills:

• Strong organizational and prioritization skills.
• High attention to detail and anticipatory mindset.
• Excellent written and verbal communication.
• Discretion, professionalism, and maturity in dealing with confidential information.
• Proactive and solutions-oriented approach in high-pressure situations.

GROWTH AND DEVELOPMENT OPPORTUNITIES

• Gain direct exposure to strategic operational decision-making.
• Opportunity to collaborate with multiple department heads and cross-functional teams.
• Potential for growth into senior roles in Operations, future PMO roles, or Chief of Staff roles.

WORK ENVIRONMENT

• Ability to work independently and as part of a team
• Eagerness to learn and develop in a fast-paced environment.

EQUAL OPPORTUNITY STATEMENT

• Dermorepubliq is an equal opportunity employer and is committed to fostering a diverse and inclusive work environment.