Executive Assistant

The Executive & Operations Assistant will support the COO and the broader Operations team, going beyond traditional executive support. The role attends key meetings to take minutes and track action items, follows up on Operations projects, and helps keep communication flowing across teams. It is designed as a launchpad for a junior professional to grow into a dedicated Operations role within the company.

• Manage the COO's calendar, prioritize meeting requests, and coordinate scheduling across internal and external stakeholders.
• Prepare materials, agendas, and briefing notes ahead of meetings.
• Handle correspondence and act as a point of contact on the COO's behalf when appropriate.
• Organize travel logistics when needed.
• Prepare and submit the COO's expense reports, ensuring accurate and timely reconciliation.
• Attend leadership and Operations team meetings to take structured minutes.
• Capture action items, owners, and deadlines, and distribute clear summaries after each meeting.
• Track open action items to completion and proactively flag delays or blockers.
• Support tracking of Operations projects and initiatives (status, timelines, dependencies).
• Maintain simple trackers and dashboards to give visibility into project progress.
• Help coordinate cross-functional tasks between Operations and other departments.
• Process, track, and reconcile expense reports for the Operations team, ensuring compliance with company policies.
• Support invoice review and coordination with the Finance team.
• Maintain organized digital filing for contracts, invoices, and key Operations documents.
• Coordinate with vendors and suppliers on administrative and purchasing matters.
• Serve as a communication link between the COO/Operations team and other areas of the company.
• Draft internal communications, updates, and summaries.
• Help ensure information flows clearly and on time across stakeholders.

• Excellent organizational skills and strong attention to detail.
• Strong written and verbal communication skills.
• Comfortable taking clear, structured notes in fast-moving meetings.
• Proficiency with Google Workspace / Microsoft Office; familiarity with tools like Notion, Asana, or Trello is a plus.
• Fluency in English required; Spanish and/or Catalan are a plus.

• Explicit path to grow into a dedicated Operations role (e.g., Operations Coordinator, Operations Analyst, Project Manager) within 12-18 months.
• Increasing ownership over projects and processes as business context builds.
• Proactive, discreet, and eager to learn how the Operations function runs end-to-end.