Executive Assistant

Executive Assistant to the Chief Operating Officer

Position Summary

Reporting directly to the Chief Operating Officer, the Executive Assistant serves as a trusted business partner, providing comprehensive administrative, operational, and strategic support. This role manages the day-to-day priorities of the COO, ensures seamless execution of executive activities, and serves as a key liaison across internal teams, external partners, customers, and vendors.

The ideal candidate is highly organized, proactive, resourceful, and comfortable operating in a fast-paced environment where discretion, sound judgment, and professionalism are essential.

Key Responsibilities

Executive Support

• Manage complex calendars, appointments, travel arrangements, and executive priorities.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Coordinate and support executive meetings, including agendas, materials, logistics, action items, and follow-up.
• Prepare correspondence, presentations, reports, and other executive communications.
• Screen, prioritize, and respond to incoming communications on behalf of the COO as appropriate.
• Ensure timely handling of requests, approvals, and executive action items.

Business Operations & Project Coordination

• Track strategic initiatives, key projects, and departmental priorities to ensure timely execution.
• Maintain executive dashboards, project trackers, and follow-up schedules.
• Coordinate cross-functional activities and facilitate communication among internal stakeholders.
• Organize and maintain confidential records, contracts, and executive documentation.

Events & Hospitality

• Coordinate executive leadership meetings, board meetings, customer visits, and special events.
• Partner with hospitality, facilities, and operations teams to deliver exceptional visitor and VIP experiences.
• Support company events and executive functions, including occasional evening or weekend activities.

Office Operations Support

• Provide backup support for office administration and reception functions when needed.
• Help maintain a professional workplace experience that reflects Meyer Sound’s culture and brand.
• Assist with office communications, employee engagement activities, and administrative process improvement initiatives.

Qualifications

Required Experience

• 7+ years of experience supporting C-level executives or senior leadership teams in a dynamic business environment.
• Bachelor's degree or equivalent combination of education and experience.

Knowledge, Skills & Attributes

• Exceptional organizational, time-management, and prioritization skills.
• Excellent written and verbal communication abilities with strong attention to detail.
• Proven ability to manage multiple competing priorities while maintaining accuracy and professionalism.
• Demonstrated discretion and experience handling highly sensitive and confidential information.
• Strong business judgment, initiative, and problem-solving skills.
• Advanced proficiency with Microsoft 365, collaboration platforms, web conferencing tools, and modern business applications.
• Ability to quickly learn new technologies and systems.
• Strong interpersonal skills with the ability to build productive relationships across all levels of the organization.
• Experience coordinating vendors, contracts, events, and executive travel.
• Additional language skills are a plus.
• Knowledge of the Bay Area performing arts and music industry is desirable.

Physical & Schedule Requirements

• Ability to work a flexible schedule, including occasional evening and weekend commitments.
• Valid California driver's license and reliable transportation.
• Ability to lift up to 30 pounds.
• Comfortable working in an environment where animals may be present.