Administrative Assistant to the Chief Operating Officer Responsible to: SVP/Chief Operations

Position Title: Administrative Assistant to the Chief Operating Officer

Responsible to: SVP/Chief Operations

This position description provides the key factors of the job demand essential to evaluating job performance.  It is not intended to be complete in detail.  The individual classified in this job is expected to perform all the details involved in the job and, on occasion, may be required to perform functions of a higher or lower skill level not included in this job description.

Position Summary: The Administrative Assistant provides high-level administrative and executive support to the Chief Operating Officer (COO). This position requires exceptional professionalism, discretion, organizational skills, attention to detail, customer service, and the ability to manage complex and confidential responsibilities in a fast-paced executive office.

The individual selected will serve as a primary representative of the COOs office and must demonstrate sound judgment, initiative, composure, and the ability to anticipate needs, prioritize responsibilities, and manage competing demands with minimal supervision.

The successful candidate must be proficient in Microsoft Office applications, comfortable leveraging artificial intelligence (AI) tools to improve productivity, and capable of maintaining the highest standards of confidentiality and professional conduct.

Essential Duties and Responsibilities

1. Executive Office Management

• Manage and maintain the COOs calendar, appointments, priorities, and daily schedule.
• Coordinate meetings, conferences, appointments, and executive engagements.
• Prepare agendas, assemble meeting materials, attend meetings, and produce accurate, timely minutes.
• Track follow-up items, deadlines, commitments, and outstanding assignments.
• Coordinate meeting logistics, including room reservations, technology, materials, and refreshments as appropriate.
• Anticipate scheduling conflicts and proactively recommend solutions.

1. Communication and Customer Service

• Answer and screen telephone calls with exceptional courtesy, professionalism, and appropriate telephone etiquette.
• Serve as a professional first point of contact for internal and external stakeholders.
• Receive visitors and respond to inquiries with tact, diplomacy, and a service-oriented approach.
• Prepare, review, and proofread correspondence, reports, presentations, and other executive communications.
• Exercise sound judgment when determining what requires the COOs immediate attention.

1. Technology, Microsoft Office, and AI

• Demonstrate strong working proficiency in Microsoft Outlook, Word, Excel, Power Point, Teams, and other relevant Microsoft 365 applications.
• Use AI tools appropriately to support research, summarize information, prepare meeting materials, organize tasks, and improve administrative efficiency.
• Apply technology to streamline workflows, manage information, and improve the quality and timeliness of deliverables.
• Verify AI-generated information for accuracy and ensure confidential information is entered only into approved systems.

1. Confidential and Complex Administrative Responsibilities

• Handle sensitive personnel, executive, organizational, financial, and operational information with discretion.
• Maintain confidential files, records, correspondence, and documentation.
• Exercise sound judgment regarding access to information, communication, and the appropriate handling of sensitive matters.
• Complete complex assignments accurately and independently while meeting established deadlines.
• Demonstrate integrity, discretion, and respect for organizational policies and procedures.

1. Professionalism and Executive Representation

• Consistently represent the COOs office with professionalism, courtesy, tact, and composure.
• Maintain a professional demeanor and consistent standards of conduct in all interactions.
• Demonstrate emotional intelligence, maturity, adaptability, and the ability to work effectively with individuals at all organizational levels.
• Maintain a polished, business-appropriate presentation and communication style.
• Protect the reputation and credibility of the executive office through dependable, thoughtful, and professional interactions.

Required Qualifications and Competencies

• Demonstrated experience providing administrative or executive support in a professional environment.
• Strong proficiency in Microsoft Office and Microsoft 365 applications.
• Ability to use AI tools responsibly and effectively in an administrative setting.
• Excellent written, verbal, organizational, and time-management skills.
• Proven ability to manage calendars, coordinate meetings, prepare agendas, and document meeting proceedings.
• Demonstrated ability to handle confidential information and sensitive assignments.
• Exceptional customer service, telephone etiquette, and interpersonal skills.
• Strong attention to detail and a commitment to accuracy.
• Ability to anticipate needs, exercise independent judgment, and manage multiple priorities.
• Consistent professionalism, dependability, discretion, and follow-through.

Education Requirements:

• Bachelors degree preferred in business or related filed
• Three to five years experience in an administrative or support role required
• Computer skills are essential
• Must be able to pass a background check
• Must have personal transportation, drivers license and auto insurance

Apply in person at 1740 Paseo, KCMO, 64108 (M-F 8-5)

Applications accepted until position is filled

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The Full Employment Council is an Equal Opportunity Employer/Program.  Auxiliary aids and services are available upon request to individuals with disabilities.  All voice telephone numbers may be reached by persons using TTY/TDD equipment via the Missouri Relay Services 711.

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