Executive Assistant to COO

Bish Enterprises is seeking a highly organized, proactive, and dependable Executive Assistant to support our Chief Operating Officer (COO).

This role is much more than traditional administrative support. The Executive Assistant will help the COO manage priorities, organize information, coordinate communication, track commitments, and keep important projects and follow-ups moving across the company.

The right person will become a trusted administrative partner who can anticipate needs, manage multiple priorities, communicate professionally, and independently close open loops without requiring constant direction.

You should be comfortable working in an environment where priorities can change quickly, interruptions happen, and follow-through matters.

Key Responsibilities

Executive & Calendar Support

• Manage and maintain the COO's calendar, appointments, meetings, and scheduling priorities.

• Coordinate and confirm phone calls, Teams/Zoom meetings, appointments, and other commitments.

• Identify scheduling conflicts and help prioritize the COO's time.

• Make sure the COO has the documents, notes, links, background information, and other materials needed before meetings.

• Coordinate travel, accommodations, itineraries, events, and related logistics.

• Help keep the COO prepared for upcoming meetings, deadlines, commitments, and responsibilities.

Email, Communication & Follow-Up

• Help organize and maintain the COO's email inbox and communications.

• Track requests, commitments, deadlines, and follow-up items.

• Draft, format, proofread, and review emails, correspondence, reports, presentations, quotes, and other materials.

• Communicate professionally with employees, customers, vendors, industry partners, nonprofit organizations, and other external contacts.

• Make sure promised information and follow-ups are completed.

• Screen and appropriately direct incoming communications.

• Maintain professional relationship continuity on behalf of the COO.

Project & Team Coordination

• Follow up with team members across administration, sales, marketing, production, engineering, and other departments.

• Track project deliverables, deadlines, open questions, responsibilities, and next steps.

• Follow through on outstanding items until they are resolved.

• Help maintain accountability across projects and departments.

• Take clear meeting notes and turn discussions into organized action items.

• Keep project information, notes, and supporting documents organized.

• Update customer records, notes, CRM information, and project information when requested.

Administrative & Business Support

• Prepare presentations, reports, correspondence, meeting materials, and other documents.

• Organize and maintain electronic files and records.

• Conduct basic research and organize information for executive review.

• Assist with internal and external meetings, events, conferences, and speaking engagements.

• Provide administrative support for industry associations, nonprofit initiatives, and other organizational activities.

• Handle confidential and sensitive information with professionalism and discretion.

• Assist with changing business and executive priorities as needed.

What Success Looks Like

A strong Executive Assistant at Bish does more than complete assigned tasks.

You should be someone who:

• Takes ownership of responsibilities and follows through.

• Notices when something is incomplete and works to resolve it.

• Keeps commitments, deadlines, and follow-ups from falling through the cracks.

• Understands what is urgent, what can wait, and when clarification is needed.

• Learns processes quickly and becomes increasingly independent.

• Takes useful notes and remembers recurring expectations.

• Communicates clearly and professionally with different personalities and departments.

• Is comfortable respectfully following up with coworkers and executives.

• Can manage interruptions and changing priorities without losing organization.

• Identifies practical solutions instead of simply reporting problems.

• Pays close attention to details while still understanding the larger priority.

• Can work independently without needing constant supervision.

• Knows when to take initiative and when to ask for direction.

• Is reliable, discreet, and trusted with sensitive information.