Executive Assistant to COO - Beauty Industry

Location: Remote
Hours: 8am - 4pm ET
Company: Beauty Industry
Salary: 1300 - 2000 USD

About Us

We are a fast-growing e-commerce and retail beauty business based in the USA, with distribution in global markets via large retailers, our e-commerce website, and Amazon.

Job Description

We are seeking a dynamic and results-driven Executive Assistant to the COO. You will play a crucial role in supporting executive-level functions, providing essential administrative and organizational support. This role is pivotal in facilitating the COO's effectiveness by managing administrative tasks and ensuring smooth operations within the organization. The Executive Assistant will assist the Chief Operating Officer with scheduling, email coordination, and meeting preparation, maintaining timely day-to-day communication and coordination to empower the COO to operate at full strategic capacity.

Key Responsibilities

Administrative Support:

Manage the COO's schedule, appointments, and travel arrangements.
Coordinate meetings and prepare necessary materials, agendas, and minutes.
Handle phone calls, emails, and correspondence on behalf of the COO.

Communication and Liaison:

Act as a primary point of contact between the COO and internal/external stakeholders.
Draft, proofread, and edit documents, letters, and reports.
Assist in preparing presentations for meetings, conferences, and events.

Information Management:

Maintain organized and up-to-date files, databases, and records.
Ensure confidentiality and discretion in handling sensitive information.

Project Coordination:

Assist in the coordination and execution of special projects and events.
Collaborate with various departments to gather information and support ongoing initiatives.

Financial Administration:

Assist in managing expense reports, budgets, and financial documentation.
Work closely with the finance team to ensure accuracy in financial transactions.

Qualifications & Experience

5+ years of experience working as an Executive Assistant to senior leadership or in a comparable role.
Ability to communicate and collaborate with tact and diplomacy, both orally and in writing.
Strong organizational skills, with the ability to plan, schedule, determine/balance priorities, and meet deadlines.
Excellent presentation and meeting arrangement skills, with a strong understanding of high-impact settings.
Service-oriented and flexible, with dedication to support in a fast-paced, constantly evolving environment.
Strong interpersonal and relationship-building skills, with the ability to maintain positive working relationships at all organizational levels.
Ability to take initiative, function independently, and navigate ambiguity.
Strong attention to detail, excellent discretion, judgment, tact, initiative, creativity, critical thinking, organizational skills, and self-motivation.
Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook, with the ability to quickly learn new technology platforms.

Why Join Us?

Lead an innovative brand at the forefront of beauty technology.
Shape the future of a high-growth, mission-driven company.
Work with cutting-edge products that combine science, AI, and beauty.
Be part of an entrepreneurial and collaborative team in a fast-moving environment.

Executive Assistant to COO (LATAM)