Who We Are

VentureCopilot specializes in finding and connecting top-tier talent with high-growth companies. We help leaders focus on scaling their businesses by taking care of their operational needs, giving them back valuable time to concentrate on what matters most.

Who we are Looking For

We are seeking an Executive Assistant to support the Chief Operating Officer (COO) of a dynamic B2B startup. This role is ideal for an organized and proactive professional who excels at managing complex schedules, facilitating high-level interactions, and tracking key projects. You will play a critical role in supporting the COO’s day-to-day operations and decision-making processes, ensuring the organization runs smoothly and efficiently.

Key Responsibilities

• Schedule & Calendar Management: Coordinate and manage the COO's schedule, organizing meetings, appointments, and deadlines with attention to priority and time zones.
• Liaison & Communication: Act as the primary liaison between the COO and senior executives, clients, and external collaborators to ensure clear and effective communication.
• Project Coordination: Track and manage key operational projects, ensuring deadlines and milestones are met while providing regular updates to the COO.
• Meeting Preparation: Prepare agendas, presentations, and reports for meetings, take detailed notes, and follow up on action items to ensure successful implementation.
• Anticipating Needs: Proactively anticipate the COO’s needs, identify challenges, and present solutions to optimize efficiency and support decision-making.
• Email & Correspondence Management: Screen, prioritize, and draft emails and professional correspondence, ensuring timely responses and follow-ups.
• Travel Coordination: Plan and manage complex travel arrangements, including flights, accommodations, itineraries, and necessary documentation.
• Documentation & File Organization: Maintain and organize key documents, contracts, reports, and files to ensure easy access and efficient record-keeping.
• Research & Insights: Conduct research on industry trends, operational challenges, or other relevant topics, summarizing insights to support strategic initiatives.
• Ad Hoc Support: Provide general administrative assistance to the COO to enhance operational effectiveness.

Qualifications

• 3+ years of experience as an Executive Assistant or similar role, supporting senior executives in a fast-paced environment.
• Exceptional organizational skills with a proven ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills in English, French and Arabic, with the ability to draft professional correspondence and facilitate clear interactions.
• Proficiency with tools like Google Workspace (Docs, Sheets, Calendar), Notion, and project management software (e.g., Asana, Monday.com, Trello).
• A proactive mindset with excellent problem-solving skills and a knack for anticipating needs.
• Experience with project tracking, coordination, and reporting.
• High level of discretion and professionalism in handling sensitive and confidential information.
• Previous experience coordinating international travel is a plus.
• Bachelor’s degree preferred but not required; relevant experience will be considered.