Duties and Responsibilities:
Executive Calendar & Inbox Management
• Own and maintain the COO’s calendar, including internal meetings, external appointments, interviews, vendor calls, and business commitments.
• Proactively identify scheduling conflicts and protect appropriate focus and preparation time.
• Coordinate meetings across multiple time zones.
• Monitor and organize the COO’s email inbox.
• Flag urgent matters and communications requiring executive attention.
• Draft routine correspondence and responses when authorized.
• Track messages and requests requiring follow-up so important matters are not overlooked.
Executive Priorities & Follow-Through
• Maintain a centralized list of the COO’s priorities, commitments, deadlines, and delegated assignments.
• Prepare concise daily or weekly priority summaries.
• Track action items assigned during meetings and follow up with responsible team members.
• Identify stalled projects or overdue deliverables and escalate appropriately.
• Help ensure decisions and commitments result in completed action rather than remaining open items.
• Schedule and coordinate leadership, employee, vendor, candidate, and external meetings.
• Prepare agendas and gather relevant documents or background information.
• Attend meetings when requested and take clear, organized notes.
• Document decisions, assignments, and deadlines.
• Distribute follow-up items and monitor completion.
Internal & External Coordination
• Communicate professionally with attorneys, employees, candidates, vendors, consultants, referral partners, and other outside contacts.
• Obtain updates from team members on behalf of the COO.
• Coordinate recruiting interviews and candidate scheduling.
• Support employee onboarding logistics and internal meetings.
• Coordinate vendor proposals, follow-up, and meetings.
• Serve as a professional point of contact while appropriately protecting the COO from unnecessary interruptions.
Research & Special Projects
• Research vendors, software, services, candidates, business partners, and operational issues.
• Summarize findings into concise, decision-ready information.
• Assist with operational projects and process-improvement initiatives.
• Maintain project trackers, reports, and executive dashboards as needed.
• Help organize SOPs, policies, and internal documentation.
Document & Information Management
• Draft and format professional correspondence, reports, presentations, agendas, and internal documents.
• Maintain organized electronic files and confidential executive records.
• Coordinate electronic signatures and document circulation when authorized.
• Ensure important information can be located quickly and accurately.
• Maintain strict confidentiality regarding firm, employee, financial, and client-related information.
Travel & Administrative Support
• Coordinate business travel, accommodations, transportation, itineraries, and conference logistics when required.
• Manage reminders, appointments, and recurring executive obligations.
• Provide limited personal administrative assistance when it directly supports the COO’s ability to remain focused on firm responsibilities.