Executive Assistant

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Job Title: Executive Assistant to the COO

Company Description:

At Blue Gems Management , we transform properties into high-performing short-term rentals that guests love and owners trust . From smooth check-ins to 5-star guest experiences , our mission is to create unforgettable stays while delivering exceptional returns to our property partners. We operate with precision, professionalism, and the agility to thrive in a fast-paced hospitality market.

Role Description:

We are seeking a proactive and highly organized Executive Assistant to support our Chief Operating Officer (COO). This role goes far beyond calendar management—you’ll be a trusted partner in keeping operations running smoothly at the executive level. You’ll handle high-level communications, coordinate cross-departmental projects, and make sure the COO’s time and focus are spent on the initiatives that drive the business forward.

Key Responsibilities/Objectives:

COO Scheduling & Meeting Management – Maintain a streamlined, strategic calendar that maximizes the COO’s productivity and impact.

High-Level Communication & Coordination – Serve as the primary liaison for the COO’s communications with internal teams, property owners, and key partners.

Project & Initiative Tracking – Monitor timelines, deliverables, and progress for operational initiatives and ensure follow-through.

Operational Efficiency & Problem-Solving – Identify and address potential bottlenecks before they become issues, helping the COO keep the organization moving at top speed.

Who You Are:

Exceptionally organized and detail-driven.

Able to anticipate needs and proactively take action.

Comfortable navigating between high-level strategy and daily operational details.

A confident communicator who can represent the COO with professionalism.

Highly discreet with sensitive company information.

Who You Are Not:

Someone who needs constant direction.

Overwhelmed by a fast-paced, evolving environment.

Must-Have Qualifications:

2+ years supporting a senior executive (C-suite experience preferred).

Strong technical skills with Google Workspace, Notion, and scheduling tools.

Excellent written and verbal communication skills.

Proven ability to manage multiple projects simultaneously.

Nice-to-Have Qualifications:

Experience in hospitality, luxury services, or property management.

Familiarity with property management systems like Guesty, Hostaway, or Lodgify.

Success Metrics:

COO’s schedule and priorities are managed seamlessly.

Communication flow between the COO and stakeholders is clear and efficient.

Key operational projects are completed on time and to a high standard.

What Success Looks Like:

30 Days: Understand COO’s workflow, priorities, and leadership style; begin managing core scheduling and communications.

60 Days: Take full ownership of COO calendar, correspondence, and project coordination.

90 Days: Anticipate needs, proactively solve issues, and streamline COO operations for maximum efficiency.

Clarity of Role Ownership:

Owns: COO scheduling, communications, travel arrangements, cross-departmental coordination, and operational project tracking.

Does Not Own: Department-specific decision-making, final operational approvals, or financial budget allocation.

Compensation: $1,200 – $2,000/month USD

Seniority level Seniority level Mid-Senior level

Employment type Employment type Full-time

Job function Job function Administrative

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