Executive Assistant to COO

About SMS Magic

SMS Magic is a leading Conversational Engagement Platform trusted by global enterprises to deliver secure, scalable, multichannel messaging experiences. We enable organizations to drive customer engagement, automate workflows, and create impactful conversations across SMS, WhatsApp, and digital channels.

We are scaling rapidly and are looking for a highly organized, proactive Executive Assistant to support our COO in driving operational excellence.

Position Overview

Executive Assistant to the COO

The ideal candidate is structured, detail-oriented, excellent at communication, and comfortable handling confidential information while working in a fast-paced SaaS environment.

Key Responsibilities

1. Executive Support & Operational Coordination

• Manage and optimize the COO’s calendar, meetings, priorities, and workflows.
• Prepare daily briefs, agendas, follow-ups, and action trackers for all leadership meetings.
• Ensure seamless coordination between COO and cross-functional teams (Product, Sales, CS, HR, Finance, Engineering).
• Provide support in internal communication—drafting messages, announcements, memos, and presentations.

2. Program & Project Management

• Track progress of company-wide initiatives led by the COO.
• Maintain dashboards, project trackers, and OKR progress reports.
• Follow up with stakeholders and ensure timely completion of action items.
• Support operational improvements across processes and systems.

3. Data Analysis & Reporting

• Assist in preparing weekly/monthly business performance reports.
• Conduct quick research, analysis, or benchmarking as requested by the COO.
• Consolidate insights from teams to support decision-making.

4. Meeting & Documentation Excellence

• Own end-to-end coordination of leadership meetings, vendor meetings, customer reviews, and board-level preparation.
• Prepare high-quality documents—presentations, summaries, minutes, briefs, internal decks, and business updates.

5. Relationship & Stakeholder Management

• Act as a professional representative of the COO’s office for internal and external stakeholders.
• Communicate with clients, partners, vendors, and senior leaders on behalf of the COO when required.
• Maintain confidentiality and professionalism at all times.

6. Administrative & Logistical Support

• Manage travel, events, logistics, and reimbursements.
• Ensure smooth coordination of operational requirements across teams.

Required Skills & Qualifications

• Bachelor’s degree; Master’s degree preferred (MBA is a plus).
• 3–7 years of experience as EA, Chief of Staff support, Program Coordinator, or Operations Associate in a SaaS or tech company.
• Exceptional communication—written, spoken, and presentation skills.
• Strong analytical and problem-solving abilities.
• High proficiency in Google Workspace, MS Office, and project management tools (Asana, Notion, Monday, Jira, etc.).
• Ability to multitask, prioritize, and operate with speed and accuracy.
• Strong ownership mindset and ability to work with minimal supervision.
• High integrity and ability to handle sensitive information.

What We’re Looking For

• Someone who anticipates needs before being asked.
• A fast learner with a bias for clarity, structure, and execution.
• A calm, solution-oriented professional who thrives under pressure.
• Someone who can balance strategic thinking with flawless execution.
• A positive, collaborative personality who strengthens team culture.

Why Join SMS Magic?

• Work closely with the COO and leadership team on high-impact business initiatives.
• Accelerated career growth with exposure to strategy, operations, and cross-functional leadership.
• Opportunity to shape how the COO’s office operates at scale.
• Dynamic, engaging, and inclusive culture.