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The Equus Group · 2 weeks ago

Executive Assistant to Chief Operating Officer

New York, NY

Full-time

Onsite

Senior Level

5+ years exp

The Equus Group is seeking a highly organized and proactive Executive Assistant to support the Chief Operating Officer. This role involves managing the COO's calendar, coordinating meetings, and handling various administrative tasks to ensure smooth operations and support for business development initiatives.

ConsultingHuman ResourcesRecruitingStaffing Agency

Hiring Manager

Jessica Folzenlogen

Responsibilities

Manage and maintain the COO’s complex calendar, including scheduling meetings across multiple time zones

Control workflow

Coordinate internal and external meetings, including agendas, logistics, preparation materials, and follow-ups

Screen and manage incoming communications and requests; respond or redirect as appropriate

Book travel, prepare itineraries, and handle expense reporting and reconciliation

Handle general administrative duties such as file organization, contact management, and document preparation

Maintain confidentiality of highly sensitive information

Assist in creating executive presentations, reports, and briefing materials

Liaise with internal departments and external stakeholders on behalf of the COO

Track and follow up on business development leads and project milestones

Prepare briefing documents and background research for client or partner meetings

Support the COO with client follow-up communications and meeting preparation

Assist with planning and execution of special projects and cross-functional initiatives led by the COO

Conduct research and compile findings for decision-making

Help facilitate project timelines, deliverables, and team coordination where necessary

Qualification

Administrative experienceMicrosoft Office SuiteOrganizational skillsCommunication skillsDiscretionProactive mindsetBusiness development exposureProblem-solving