Executive Assistant to CEO & COO

Description

The Executive Assistant to the CEO & COO plays a critical role at the heart of Kinsley, supporting our leadership team so they can stay focused on what matters most—our people, our customers, and the continued growth of our business.

This is a highly trusted and highly impactful position for someone who is naturally proactive, exceptionally organized, and thrives in a fast-paced, dynamic environment. You will serve as a strategic partner to our executives, helping manage priorities, streamline communication, coordinate logistics, and ensure each day runs smoothly and efficiently.

The ideal candidate brings strong technical skills, excellent judgment, and a genuine desire to be helpful and dependable. Success in this role means anticipating needs before they arise, maintaining a calm and positive presence, and taking pride in creating structure and clarity for others.

• Own and manage the CEO and COO’s calendars end-to-end, with full authority to prioritize, schedule, and restructure as needed to protect executive time and support business priorities.
• Proactively evaluate meeting requests to ensure strategic value, preparation, and efficient use of time.
• Serve as gatekeeper for executive time by declining, delegating, or rescheduling meetings when appropriate.
• Build in focus time, travel buffers, and recovery time to optimize productivity.
• Create daily executive priority lists and schedule time for execution of key tasks.

• Prepare agendas, pre-reads, and meeting materials; track decisions and ensure action items are completed.
• Schedule and coordinate all internal and external meeting cadences.
• Attend weekly Leadership Team and COO L10 meetings; manage Strety, capture to-dos, maintain Weekly Headlines, and update quarterly Rocks.
• Attend quarterly Traction meetings and annual offsites; document outcomes and drive follow-through.
• Coordinate town halls across branches, including presentations, IT readiness, room setup, and catering.
• Prepare meeting rooms with appropriate technology, seating, materials, and refreshments.

• Own daily management of CEO and COO inboxes:
• Eliminate clutter and junk mail
• Flag urgent priorities
• Draft responses in executive voice
• Convert messages into actionable task lists
• Maintain a “net-zero inbox” standard

• Manage all executive travel planning and logistics, including flights, hotels, dining, itineraries, and international documentation when required.
• Maintain executive travel preferences and curated lists of preferred hotels and restaurants.
• Proactively recommend venues and logistics solutions based on schedules and preferences.
• Build relationships with frequently used venues and partners.

• Prepare and manage NDAs and Docu Sign workflows.
• Support phone communications during executive travel and assist with prioritization and decision-making.
• Support strategic initiatives and special projects, including technology and AI-related efforts.
• Coordinate closely with IT to ensure executive devices, systems, and meeting technology are fully functional and tested.
• Manage COO expense reporting and reconciliation.
• Provide limited personal and household support as approved by leadership.
• Handle confidential and sensitive matters with the highest level of discretion and professionalism.

• 5+ years of experience supporting senior executives (CEO/COO level strongly preferred).
• Proven success in fast-paced, high-expectation environments.
• Exceptionally proactive mindset with strong anticipation of needs and follow-through.
• Advanced technical proficiency, including:
• Microsoft Outlook, Excel, PowerPoint, and Word
• Calendar management systems (Outlook)
• Docu Sign or similar e-signature tools
• Microsoft Teams, Zoom, and collaboration platforms
• EOS tools such as Strety (or ability to learn quickly)
• Outstanding organizational and time-management skills with the ability to juggle competing priorities.
• Strong written and verbal communication skills.
• High level of professionalism, emotional intelligence, and sound judgment.
• Ability to work independently, make decisions, and manage up effectively.
• Experience working in an EOS-driven organization preferred.
• Proven ability to maintain confidentiality and represent the executive office with confidence and discretion.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.