Executive Assistant, COO

Job Summary:

Provides high level administrative, operational, and strategic support by managing executive priorities, schedules, travel arrangements, communications, meetings, and special events to ensure the efficient operation of the COO’s office. Serves as a key liaison between the COO and internal and external stakeholders, facilitates the flow of information across the organization, and supports the preparation of executive communications, presentations, reports, and meeting materials.

Job Description:

• Schedules all executive activities by managing complex calendars, resolving conflicts, anticipating shifting priorities to optimize executive time and minimize disruptions to strategic priorities.

• Coordinates end‑to‑end logistics for meetings, leadership sessions, site visits, special events, and comprehensive travel -including itineraries, accommodations, ground transportation, and operational reviews- to ensure seamless execution and optimal use of the COO’s time.

• Prepares and format high-level reports and presentations, compiling data and analyzing content provided by leadership to support clear and polished executive communication.

• Monitors routine expenditures, processes purchase requisitions, payment invoices, and expense reports, verifying accuracy and completeness to ensure reliable financial tracking and timely administrative support to the department.

• Supports the COO as the primary point of contact by managing relations and interactions with internal and external stakeholders, scheduling meetings, managing correspondence, and maintaining strong professional relationships to support smooth day-to-day communications flow, while maintaining strong professional relationships and customer service.

• Maintains confidentiality and sound judgment in handling sensitive information, correspondence, and matters affecting executive and leadership teams.

• Follows established company policies, procedures, and standards to ensure full compliance with applicable laws and industry regulations.

• Participates in storm restoration tasks and assigned drills to contribute to the safe and reliable recovery of services.

• Performs additional tasks aligned with role expectations and qualifications to support team goals and operational flexibility.

Additional Job Description:

Education

• Bachelor’s degree in Business Administration, Office Administration or related administrative field.

Experience

• 5 to 8 years' experience with functional role responsibilities, with at least 3 years in executive-level administrative support.

• Experience performing presentations, financial calculations, expenses, purchases orders or simple financial reports.

Additional experience may substitute for required education when it aligns with the competencies and knowledge necessary for the role:

• Associate’s degree in Business Administration, Office Administration or related field may substitute when accompanied by a minimum of 8 years of experience performing similar functions and at least 5 years of experience performing a previous in executive-level administrative support role.

Competencies (Skills)

• Professionalism, Confidentiality & Judgment: Handles sensitive information with discretion and sound judgment while maintaining integrity in all executive support activities.

• Executive Support, Organization & Prioritization: Efficiently manages complex schedules, meetings, travel, and competing priorities with strong organizational skills and attention to detail.

• Communication & Relationship Management: Communicates clearly and builds effective relationships with stakeholders, ensuring strong information flow and collaborative problem‑solving.

• Proactive Problem Solving & Business Acumen: Anticipates needs, adapts quickly, and makes informed decisions using strong knowledge of organizational policies and priorities.

• Language Proficiency: Fluent in English and Spanish.

Licenses/Certifications

• N/A

Travel Requirements

• 20%

Physical Demands:

• Stationary Position: Frequently

• Pushing/ Pulling/ Reaching: Seldom

• Kneel: Seldom

• Grab: Seldom

• Bend: Seldom

• Lift/Carry over: 0 - 15 pounds

Working Conditions:

• Wet or humid: Seldom

• Working near or on moving mechanical parts: Never

• Working near or on heavy machinery: Never

• Working in high places: Never

• Exposed to fumes or airborne particles: Never

• Frequency of working in outdoor weather conditions: Never

• Work with electricity: Never

• Loud noise conditions: Seldom

LUMA Energy is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, military status, disability, or any other characteristic protected by federal or local laws.