Executive Assistant to COO

SynergenX Health Holdings LLC•Houston, TX

14h•Onsite

About The Position

We are seeking a highly organized, proactive Executive Assistant to support our Chief Operating Officer and Operations leadership team. This role is designed for a professional who thrives in a fast-paced, high-growth environment and can provide seamless administrative and operational support. The ideal candidate operates with a high level of discretion, anticipates needs before they arise, and manages competing priorities with precision and professionalism. This individual will play a critical role in ensuring the COO and Operations team remain focused on strategic initiatives by efficiently managing scheduling, communications, documentation, reporting, and special projects. This role requires exceptional organizational ability, attention to detail, and strong communication skills, as well as the ability to operate with minimal supervision while maintaining absolute confidentiality.

Requirements

Bachelor’s degree preferred
OR some college plus 3+ years supporting senior leadership as an Executive Assistant
Exceptional attention to detail
Ability to manage multiple priorities and deadlines simultaneously
Strong written and verbal communication skills
High level of professionalism and discretion
Strong organizational and project management skills
Customer-service oriented mindset
Ability to exercise sound judgment and independent decision-making
Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Experience with spreadsheets, databases, and reporting tools
Adaptability
Ability to manage competing priorities and navigate a dynamic work environment.
Integrity & Ethics
Commitment to professionalism, confidentiality, and organizational values.
Communication Excellence
Clear written and verbal communication with strong listening skills.
Customer Service Orientation
Professional, responsive, and solution-focused approach to internal and external stakeholders.
Dependability
Strong accountability, punctuality, and commitment to completing tasks.
Team Collaboration
Contributes to a positive team environment and supports cross-functional success.

Nice To Haves

Experience with financial or operational software systems is a plus

Responsibilities

Serve as the primary liaison between the COO, Operations team, and key internal and external stakeholders
Manage and prioritize the COO’s calendar, meetings, and strategic commitments
Prepare agendas, briefing documents, and materials for executive meetings
Maintain discretion and confidentiality in all executive communications
Track communications and maintain organized contact databases
Ensure follow-up on action items and departmental deliverables
Support Operations leadership with meeting preparation and strategic initiatives
Facilitate communication across departments to streamline workflow
Coordinate executive meetings including agendas, materials, and minutes
Compile reports and presentations for leadership meetings and board communications
Conduct research and gather information for executive decision-making
Track and manage departmental reporting schedules
Manage inbound calls, emails, and executive correspondence
Coordinate complex travel arrangements and executive itineraries
Draft and proofread professional documents including memos, reports, and presentations
Maintain filing systems and corporate records
Assist with basic bookkeeping and financial documentation
Compile financial summaries and reports for leadership review
Track daily, monthly, quarterly, and annual operational reports submitted to the COO
Welcome and manage visitors to the executive office
Manage mail, faxes, and internal correspondence
Support team members and assist with cross-department initiatives as needed
Remain accessible outside normal hours for urgent executive communications when necessary