Executive Assistant to Chief Operations Officer

Position Overview: ITXPROS is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide direct administrative, operational, and coordination support to the General Manager. The role will help manage day-to-day responsibilities, organize priorities, follow up on pending tasks, coordinate with internal departments and external service providers, and ensure the smooth running of office operations. The Executive Assistant should be a problem-solver with excellent communication and organizational skills, strong follow-up capabilities, and a good understanding of administrative and basic financial processes. About ITXPROS: ITXPROS is a leading provider of innovative digital dentistry solutions based in Tampa, Florida. We specialize in implant-guided surgery, digital dental services and related hardware devices and are committed to empowering dental professionals with cutting-edge technology to enhance their practice and patient care. At ITXPROS, we are family, team & partners who believe amazing things can happen when we work together in an environment where everyone feels a true sense of belonging. Key Responsibilities Manage the General Manager's calendar, schedule meetings, organize appointments, and coordinate daily priorities. Prepare meeting agendas, document action points, and follow up on pending tasks and deadlines. Coordinate administrative and operational requests across departments. Assist with routine financial administration, including invoices, expenses, purchase orders, payment follow-ups, and related documentation. Coordinate office maintenance, facilities, supplies, and service provider requirements. Communicate with suppliers and vendors regarding quotations, deliveries, payments, and service requests. Maintain organized records, documents, and confidential information. Handle executive correspondence and routine follow-ups professionally and efficiently. Job Requirements Minimum 5 years of relevant experience in executive assistance, administration, office management, or operations coordination. Fluent English with excellent written and verbal communication skills. Strong organizational, time-management, prioritization, and follow-up skills. Good command of Microsoft Office, particularly Excel and Word. Experience handling invoices, expenses, purchase orders, or payment documentation is preferred. Ability to coordinate with senior management, employees, suppliers, and external service providers. High level of professionalism, confidentiality, attention to detail, and accountability. Ability to manage multiple responsibilities and adapt to changing priorities. Preferred Qualifications Previous experience supporting a General Manager, CEO, or senior executive. Exposure to finance administration, procurement, or expense tracking. Experience coordinating office facilities, maintenance, and vendors. Strong Excel skills and experience maintaining administrative trackers. Benefits Base salary paid in USD. Medical and social insurance. Gym subscription after the probation period is completed. Show more Show less