Why Chief Operating Officers Should Hire Executive Assistants

The chief operating officer (COO) is the engine of any thriving organization—driving strategy, overseeing operations, and ensuring everything runs smoothly. But even the most capable leaders can only do so much with their time, and that’s why having an executive assistant to the COO is essential. 

An executive assistant (EA) takes ownership of administrative tasks, optimizes workflows, and frees you—the COO—to focus on high-impact decisions. They support the company’s processes so both you and the organization can operate at peak performance. 

Discover how an EA can amplify your impact and why investing in one is a strategic move for your growing business. 

Why Should a COO Hire an EA?

Even the most capable leaders have limits to their time and bandwidth, and tedious tasks like inbox management and calendar coordination shouldn't eat up the time you could spend on high-value initiatives and strategic decision-making. An EA takes on all these tasks and then some, freeing you up to focus on matters where your opinion is invaluable.

9 Executive Assistant Duties and Responsibilities

The most important function of an executive assistant is their ability to anticipate needs and deliver solutions. Here are nine ways they make a positive impact.

1. Optimize Calendar and Meeting Management

After you hire an assistant, you’ll quickly notice improved organization. An EA helps you manage your time by coordinating meetings, removing conflicts, and creating dedicated focus blocks—all while keeping your priorities in mind. This means you can concentrate on high-impact decisions instead of worrying about logistics and administrative tasks. 

For example, an EA can note-take during key strategy sessions so you have uninterrupted time to plan company growth or negotiate major deals.

2. Streamline Cross-Team Communications

Inefficient communication between departments can cause confusion and bottlenecks for higher-ups. EAs are a central point of contact for the COO’s direct reports, helping updates flow seamlessly between teams. These assistants track key performance indicators, summarize progress, and follow up on action items, letting you stay informed without being overwhelmed by unnecessary details.

3. Support Board Meeting Preparation

Board meetings are high-stakes events for any COO. To ease that pressure, an EA facilitates the preparation process by aligning schedules, collecting input from department heads, and creating compelling proposals. They set you up to walk into every meeting prepared and organized for a successful presentation. 

4. Enhance Organizational Processes

EAs bring a systems-thinking mindset to your operations—they have a high-level view instead of focusing on individual parts of processes. Assistants identify inefficiencies, improve workflows, and implement tools to boost team productivity, supporting business success overall. From organizing shared drives to standardizing efficient procedures, your EA has improvement top of mind.

5. Nurture Professional Relationships

Good working relationships drive success, but nurturing them can fall by the wayside when you’re busy. EAs ensure timely and meaningful contact by drafting personalized messages and managing networking opportunities. This attention to detail helps you maintain strong, productive connections with stakeholders.

6. Enable Effective Communication 

Managing communication without interruptions is an art, and EAs excel at it. They implement systems like color-coded calendars and categorized inboxes so you know exactly what requires your attention and why. That way, you can stay responsive while avoiding burnout. 

7. Coordinate Travel and Offsite Planning 

Travel logistics and event planning can be time-consuming, but an EA takes those tasks off your plate. They research and book accommodations, create detailed itineraries, and handle last-minute changes so you can focus on work instead of admin.

8. Hold You Accountable to Priorities

COOs juggle numerous responsibilities, and it’s easy for tasks to fall through the cracks. An EA tracks and facilitates action items, reminds you of deadlines, and helps you prioritize strategic goals for consistent and timely results. 

9. Maintain Work-Life Harmony

As a COO, your demands can blur the line between work and personal time. An EA helps you balance both by scheduling personal commitments, setting boundaries for non-working hours, and managing priorities to prevent burnout. This supports a sustainable work pace that keeps you energized instead of exhausted. 

Essential Skills to Look for in a Professional Assistant

Hiring an EA with the right skills is essential—here are some critical traits to look for in an executive assistant’s professional profile: 

• Effective Communication: An EA must communicate clearly and professionally with the leadership team, direct reports, and external stakeholders. They should adapt their communication style to suit different needs, whether via quick updates or in-depth briefings. 
• Exceptional Organization: A skilled EA creates systems to keep everything running efficiently. This includes managing schedules, monitoring deadlines, and streamlining processes—like hiring and employee onboarding—to weed out unnecessary tasks. 
• Task Prioritization: EAs should excel at identifying priorities, delegating tasks, and highlighting deadlines. By focusing on details that support strategic objectives, they bring clarity to your days.
• Project and Timeline Management: Closely monitoring important milestones keeps projects on track and on time. A strong EA anticipates potential delays and proactively addresses roadblocks. 
• Flexibility and Adaptability: An effective EA adjusts to shifting priorities and gracefully handles changes. Whether they’re managing last-minute schedule shifts or adapting plans during a crisis, they must be calm and efficient under pressure. 
• Discretion and Tact: Properly handling sensitive information requires discretion and professionalism. EAs help safeguard your privacy, ensuring security at every level. 
• Financial Literacy: Skilled EAs manage budgets, calibrate costs, and allocate resources effectively. They meticulously track expenses and make sure financial data is accurate and accessible. 

Get Started With an Athena Assistant

Athena’s assistants are partners in your success. Whether you need a virtual general assistant to manage daily operations, a virtual legal assistant to handle critical documents, or a virtual bookkeeping assistant to tackle financial processes, our experts are equipped to meet your unique needs.

We handpick the top 1% of EAs and provide ongoing training to help them operate at full capacity. At the same time, our experts coach you in the art of delegation, letting you reclaim time and amplify impact. With Athena, you’re not just hiring an assistant—you’re investing in a proven system that can uplevel your productivity. 

Join the ranks of top founders, investors, and world-class leaders who trust Athena to elevate their operations.