Executive Assistant to the Chief Operations Officer

SUMMARY:

The Executive Assistant to the Chief Operations Officer (COO) provides high-level executive and administrative support while serving as a trusted extension of the COO. This role independently evaluates competing priorities, exercises sound business judgment on matters of significance within delegated authority, and resolves issues without requiring the COO to make every decision. The Executive Assistant anticipates needs, coordinates executive communications and operating rhythms, and drives follow-through across field and Support Center teams. Administrative excellence remains the foundation of the position, with opportunities to assume broader responsibilities as business needs evolve.

THIS ROLE IS ONSITE AT OUR OFFICE IN DUBLIN, OH WITH ABOUT 25% TRAVEL.

PAY RANGE $60,000 - $75,000 PER YEAR BASED ON EXPERIENCE.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Independently manage and prioritize the COO’s complex calendar and competing demands; exercise delegated discretion to determine which commitments warrant executive attention and resolve conflicts consistent with business priorities.

• Evaluate incoming requests, communications, and issues; make decisions within delegated authority, respond or direct matters to appropriate leaders, and escalate significant exceptions with recommended options.

• Anticipate decisions, deadlines, and information needs; prepare agendas, briefing materials, presentations, and recommendations that enable the COO to act efficiently.

• Coordinate the COO’s leadership operating cadence, including meetings with field and Support Center leaders; establish agendas, align stakeholders, and independently address routine barriers to execution.

• Track decisions, commitments, owners, and deadlines; assess risks to execution, engage accountable leaders to resolve obstacles within delegated authority, and elevate material concerns with proposed solutions.

• Independently coordinate executive travel, itineraries, accommodations, expenses, and leadership events, making appropriate tradeoffs within approved parameters.

• Synthesize operational updates, scorecards, and executive materials from information provided by business teams; identify gaps or inconsistencies and request clarification before presenting information for decisions.

• Represent the COO’s office as a trusted liaison to field and corporate leaders; exercise discretion in handling sensitive personnel, financial, and business information and in determining appropriate communication and escalation.

• Identify and implement improvements to executive office workflows within delegated authority; support special assignments and progressively broader operational initiatives as agreed with the COO.

QUALIFICATIONS:

• Required: Four or more years of executive or senior-leadership administrative support experience, or a comparable combination of experience and demonstrated capability.

• Required: Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; ability to learn new systems and maintain accurate trackers.

• Required: Exceptional organization, attention to detail, written and verbal communication, and management of shifting priorities.

• Required: Demonstrated ability to exercise independent judgment on significant business matters within delegated authority, evaluate alternatives, make recommendations, and resolve issues without step-by-step oversight.

• Required: Professional presence, strong interpersonal skills, sound discretion, and ability to handle sensitive information confidentially.

• Required: Ability to collaborate across functions, remain flexible in a fast-paced environment, and support occasional travel or schedule adjustments.

• HEAVILY Preferred: Experience supporting leaders in multi-location operations, automotive, collision repair, retail, or another field-driven environment.

• Preferred: Experience in a growing or private equity-backed organization and interest in expanding responsibilities over time.