Management Assistant

This role is perfect for someone who thrives in a fast‑paced, dynamic environment and enjoys being at the center of organizational operations. You will provide proactive administrative and operational support to the COO’s office, working onsite when the COO is present and hybrid when operationally feasible, in this full‑time fixed‑term contract from May 2026 to January 2027.

Tasks:

• Administrative & Logistical Support: Manage and maintain the COO’s agenda with effective prioritization and optimal time management.
• Provide general administrative support to the COO Office.
• Organize and coordinate logistics for internal and external meetings, visits, and events.
• Meeting Coordination & Organization: Plan, coordinate, and support high‑level meetings, including Board meetings and cross‑departmental initiatives. Schedule and support Expertise Center meetings and organization‑wide meetings.
• Ensure smooth execution of offsite leadership meetings and training sessions when required.
• Travel Arrangements: Coordinate end‑to‑end travel arrangements for the COO and relevant stakeholders (flights, hotels, transportation). Manage visa and ESTA applications, including documentation, submission, and follow‑up.
• Financial Procurement & People Processes: Oversee payment processing and purchase orders related to COO office operations (POs, travel requests, etc.). Ensure compliance with financial policies, procedures, and approval workflows. Manage and track expense reports accurately and on time, including expense submission.
• Additional Support: Provide support to the Chief of Staff to the COO and other adjacent directors. Handle miscellaneous operational tasks, including coordination of lunch orders and ad‑hoc administrative support.