The Executive Assistant to the Chief Operating Officer (COO) provides executive administrative support to the COO facilitating the COO’s ability to effectively lead the operations of Trinity Church Wall Street (Trinity). This position serves as "gatekeeper" and "gateway" to the COO and acts as a primary point of contact for internal and external constituencies on matters pertaining to the COO. The role works closely with the Director, Administration & Corporate Secretary, and the Executive Assistants for the Priest-in-Charge, Vicar and COO direct reports to ensure smooth operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
General Administrative Support
- Manage and maintain complex daily schedules for the COO, schedule meetings and events, and proactively prioritize calendar demands.
- Manage detailed travel plans, itineraries, and agendas for the COO.
- Organize, manage, facilitate effective information flow between the Office of the COO and the rest of the organization.
- Take meeting minutes, write reports, prepare correspondence, and prioritize items that need attention.
- Prepare meeting materials, reference materials, and maintain files for all COO meetings.
- Ensure that the COO is informed of upcoming commitments and responsibilities, following up appropriately and working closely with the office of the Priest-in-Charge, and COO direct reports, and SMT as needed.
- Follow up on tasks and projects, including those of a sensitive or confidential nature. As directed by the COO, determine appropriate course of action, referral, or response.
- Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Manage direct communications to and from the COO. Monitor COO’s email and screen calls to delegate follow-up to the appropriate staff and to escalate as needed.
- Answer phones, file and manage paperwork, and mail letters for the COO.
Hospitality, Special Events and Projects
- Plan and coordinate events on behalf of the COO at Trinity, and at off-site venues.
- Represent the COO by welcoming visitors, providing hospitality services, and arranging events and other functions.
- Coordination with Internal and External Stakeholder Relations
- Serve as administrative liaison and, on behalf of the COO, communicating directly with Senior Ministry Team, key staff and special vestry Committee Chairs.
- Work with colleagues throughout Trinity to ensure smooth workflow in and out of the offices of each of the COO’s Senior Team members.
- Provide a bridge for efficient communication between the office of the COO and internal departments.
- Prepare, organize, and distribute time-sensitive and confidential materials.
- Coordinate with the COO and provide support to build and manage key relationships.
- Act as a "barometer," having a sense for the issues taking place in the environment and keeping the COO updated.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the COO.
- Prepare draft correspondence or respond directly in writing to internal and external shareholders at direction of COO.
- Adhere to confidentiality rules and all other Trinity Wall Street policies, procedures, and rules.
- Perform all duties in a manner that promote Trinity’s mission and core values.
- Assume other related responsibilities and special projects as required.
REQUIRED KNOWLEDGE, SKILLS, AND ACTIVITIES
- Demonstrate the ability to maintain discretion, confidentiality, and professionalism.
- Able to anticipate needs of executives and adapt to shifting priorities.
- Demonstrated ability to work as a confidante and partner to senior leaders, managing up and anticipating needs.
- Exemplary organizational skills.
- Excellent verbal, written and interpersonal communication skills.
- Proficient with PC and Mac environments, MS Office applications, relational databases, and constituent relationship management (CRM) software.
- Able to delegate and manage details.
- Excellent electronic and paper file management skills.
- Familiarity with the Episcopal Church.
- The ability to work a flexible schedule with periodic weekend and evening work required
- Expert written and verbal communication skills.
REQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALS
- A bachelor's degree is required.
- Five years of work experience. Experience supporting C-Level Executives in a mix of non-profit, for-profit and government organizations preferred.
- Experience working with diverse groups of people.