Executive Assistant to COO (Technical Focus, Remote, NYC Hours)

About the role

We are looking for an Executive Assistant to support our Project Management Director, effectively the COO on the technical side, for a mid‑sized firm operating in the built environment and regulatory compliance space. The role is fully remote but follows New York business hours, and the assistant will act as the right hand for technical project decisions and regulator interactions.

Key responsibilities

• Gate‑keep incoming requests, ensuring they are correctly framed before execution.
• Manage complex, multi‑step workflows and track progress across overlapping tasks.
• Draft clear, diplomatic written communications to city agencies and external stakeholders.
• Identify and chase blockers, verify completeness of deliverables before they are released.
• Transform recurring, messy tasks into documented, repeatable processes.
• Handle regulator‑driven letters by clarifying objectives, gathering required information, and structuring responses to avoid adverse cycles.

Required profile

• Analytical mindset – asks “why” and anticipates potential issues before acting.
• Meticulous attention to detail with systematic verification habits.
• Ability to organise and follow through on complex, overlapping tasks without constant direction.
• Excellent written English (C1 level) and skill in diplomatic correspondence.
• Comfort working for a quiet, thoughtful manager who provides minimal day‑to‑day feedback.

Required skills