Executive Assistant to COO

About Our Client

Our client is on a mission to close the justice gap using technology and AI. It empowers personal injury lawyers and victims to get the justice they deserve. The products enable law firms to secure faster settlements, higher payouts, and better outcomes for victims injured through no fault of their own in vehicle collisions, accidents, natural disasters, and more. Our client is one of the fastest-growing vertical SaaS companies in history, and it is just getting started. It is backed by top VCs. The organization is looking to expand its team with talented, driven, and collaborative individuals who seek to have a lasting impact.

About The Role

The Executive Assistant (EA) to the Chief Operating Officer (COO) plays a pivotal role in ensuring the smooth execution of company operations, leadership alignment, and executive efficiency. This position requires a proactive, detail-oriented, and highly organized individual who can anticipate needs, manage complex schedules, coordinate cross-departmental communication, and serve as the strategic right hand to the COO. The ideal candidate thrives in a fast-paced, high-growth tech or legal-tech environment and can handle multiple priorities with precision, discretion, and exceptional communication.

Key Responsibilities

• Own and manage the COO’s complex calendar, balancing internal/external meetings, domestic/international travel, and proactively protecting strategic planning time.
• Prepare concise meeting briefs and daily "Morning Overview" summaries, ensuring the COO is fully informed, and attend meetings as needed to capture action items and maintain accountability trackers.
• Support COO-led operational initiatives by tracking milestones, managing project dashboards, and creating weekly summaries of progress and blockers.
• Act as the first point of contact for internal and external communications, draft executive correspondence, and manage critical stakeholder relationships with absolute discretion.
• Plan and execute seamless domestic and international travel itineraries, manage all logistics, and handle travel-related expenses and reimbursements.
• Act as the primary intake point for all requests directed to the COO; expertly triage, prioritize, and track internal and external "asks" to ensure nothing drops.
• Develop and maintain a daily "pulse" or interactive dashboard for the COO that summarizes urgent vs. important tasks, upcoming deadlines, and required actions in an easily digestible format.

Required Qualifications

• Minimum 3–5 years of experience supporting C-level executives, preferably in tech, legal-tech, or operations-heavy industries.
• Exceptional organizational skills, time management, and strong written and verbal communication.
• A high degree of discretion, emotional intelligence, and the proven ability to be anticipatory—always two steps ahead.
• Tech-savvy with experience in Google Workspace, Slack, Zoom, and other collaboration tools like Asana or Notion.
• Prior exposure to startups, SaaS, or data-driven environments, and experience supporting executives who manage cross-functional teams.

Benefits & Perks

As part of the total rewards package, attractive benefits and perks are offered to employees, including:

• Choice of medical, dental, and vision insurance plans for you and your family.
• Additional insurance coverage options for life, accident, or critical illness.
• Flexible paid time off, sick leave, short-term and long-term disability.
• 10 US observed holidays, and Canadian statutory holidays by province.
• A home office stipend.
• 401(k) for US-based employees and RRSP for Canada-based employees.
• Paid parental leave.
• A local in-person meet-up program.
• Hubs in San Francisco and Toronto.

Key Skills/Competency

• Executive Assistant
• Chief Operating Officer Support
• Calendar Management
• Travel Coordination
• Communication Skills
• Discretion and Confidentiality
• Project Tracking
• Operational Initiatives
• Stakeholder Management
• Tech-Savvy