Executive Assistant to the COO

SynergenX | Low T Center | HerKare
Location: Houston, TX (On-Site)
Schedule: Full-Time | 40–50 hours per week
Reports To: Chief Operating Officer

About the Role

We are seeking a highly organized, proactive Executive Assistant to support our Chief Operating Officer and Operations leadership team. This role is designed for a professional who thrives in a fast-paced, high-growth environment and can provide seamless administrative and operational support.

The ideal candidate operates with a high level of discretion, anticipates needs before they arise, and manages competing priorities with precision and professionalism. This individual will play a critical role in ensuring the COO and Operations team remain focused on strategic initiatives by efficiently managing scheduling, communications, documentation, reporting, and special projects.

This role requires exceptional organizational ability, attention to detail, and strong communication skills, as well as the ability to operate with minimal supervision while maintaining absolute confidentiality.

Our Core Values

Successful team members embrace and execute our core values:

• Compassionate Care
• Unity
• Accountability
• Commitment
• Continuous Improvement
• Integrity
• Efficiency

We also operate under three key principles of success:

Master Communication

• Deliver clear and concise messaging
• Embrace constructive feedback
• Listen first, then make decisions
• Lead with honesty and transparency

Follow Through

• If assigned a task, complete it.

Solutions Mindset

• When raising problems, propose solutions.

Key Responsibilities

Executive Support

• Serve as the primary liaison between the COO, Operations team, and key internal and external stakeholders
• Manage and prioritize the COO’s calendar, meetings, and strategic commitments
• Prepare agendas, briefing documents, and materials for executive meetings
• Maintain discretion and confidentiality in all executive communications

Operations Coordination

• Track communications and maintain organized contact databases
• Ensure follow-up on action items and departmental deliverables
• Support Operations leadership with meeting preparation and strategic initiatives
• Facilitate communication across departments to streamline workflow

Meeting & Project Support

• Coordinate executive meetings including agendas, materials, and minutes
• Compile reports and presentations for leadership meetings and board communications
• Conduct research and gather information for executive decision-making
• Track and manage departmental reporting schedules

Administrative Management

• Manage inbound calls, emails, and executive correspondence
• Coordinate complex travel arrangements and executive itineraries
• Draft and proofread professional documents including memos, reports, and presentations
• Maintain filing systems and corporate records

Financial & Reporting Support

• Assist with basic bookkeeping and financial documentation
• Compile financial summaries and reports for leadership review
• Track daily, monthly, quarterly, and annual operational reports submitted to the COO

Office & Operational Support

• Welcome and manage visitors to the executive office
• Manage mail, faxes, and internal correspondence
• Support team members and assist with cross-department initiatives as needed
• Remain accessible outside normal hours for urgent executive communications when necessary

Required Qualifications

Education & Experience

• Bachelor’s degree preferred
• OR some college plus 3+ years supporting senior leadership as an Executive Assistant

Skills & Abilities

• Exceptional attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• High level of professionalism and discretion
• Strong organizational and project management skills
• Customer-service oriented mindset
• Ability to exercise sound judgment and independent decision-making

Technical Skills

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with spreadsheets, databases, and reporting tools
• Experience with financial or operational software systems is a plus

Key Competencies

Successful candidates will demonstrate:

Adaptability
Ability to manage competing priorities and navigate a dynamic work environment.

Integrity & Ethics
Commitment to professionalism, confidentiality, and organizational values.

Communication Excellence
Clear written and verbal communication with strong listening skills.

Customer Service Orientation
Professional, responsive, and solution-focused approach to internal and external stakeholders.

Dependability
Strong accountability, punctuality, and commitment to completing tasks.

Team Collaboration
Contributes to a positive team environment and supports cross-functional success.

Why Join Our Team

SynergenX, Low T Center, and HerKare are rapidly expanding healthcare organizations focused on hormone optimization, weight management, and wellness services. Our mission is to improve the quality of life for our patients through innovative care and exceptional service.

This role offers the opportunity to work closely with executive leadership and contribute to operational growth in a fast-moving healthcare organization.

Work Environment

This is a full-time onsite role in Houston, Texas. Due to operational needs, remote, hybrid, or relocation arrangements are not available.

Ready to Apply?

If you are a highly organized, proactive Executive Assistant who thrives in a fast-paced leadership environment, we encourage you to apply.

Please submit your resume and a brief introduction outlining your experience supporting senior executives.