We are looking for a highly organized, proactive Executive Assistant to support the Chief Operating Officer (COO). This role involves managing schedules, coordinating meetings, preparing reports and presentations, and handling confidential information. Strong problem-solving, communication, and organizational skills are essential, along with the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Executive Support:
- Manage the COO's calendar, schedule meetings, and arrange appointments.
- Prioritize and organize daily tasks, ensuring all deadlines are met.
- Coordinate and prepare agendas, meeting materials, and follow-up tasks for internal and external meetings.
- Handle and prioritize incoming communications, including emails, phone calls, and correspondence.
Project Coordination
- Assist with the planning and execution of key operational projects by tracking progress and ensuring that deadlines and deliverables are met.
- Assist various teams across the organization by coordinating project meetings, creating presentations, and gathering and organizing data and reports.
- Track the status of operational initiatives and provide updates to the COO.
Communication & Liaison
- Act as the main point of contact between the COO and internal/external stakeholders, ensuring professional and effective communication.
- Draft and proofread emails, presentations, reports, and other documents on behalf of the COO.
- Manage confidential and sensitive information with discretion and professionalism.
Office And Operational Support
- Coordinate with other teams to ensure smooth daily operations.
- Manage and organize documents, contracts, and records related to operations.
- Assist with the preparation of operational reports and performance tracking documents.
Event Planning And Travel Management
- Organize conferences, meetings, and company events, ensuring logistics, participants, and materials are prepared in advance.
- Plan the executive's travel arrangements, including flight bookings, accommodations, transportation, and creating itineraries for business trips
Additional Duties
- Provide support for special projects, research, and other tasks as assigned by the COO.
- Continuously seek ways to improve efficiency and effectiveness within the COO's office and the organization's operations.
Minimum Qualifications
Education and Experience:
- Bachelor's degree in Business Administration, Communications, or a related field.
- Open to fresh graduates. Relevant internships or coursework in administrative support or operations is a plus.
Skills
- Exceptional organizational and time management skills, with the ability to manage multiple projects simultaneously.
- Strong verbal and written communication skills.
- Excellent interpersonal skills and the ability to interact with executives, employees, clients, and external partners professionally.
- Proficient in Microsoft Office Suite (Excel, PowerPoint, Word), email management, and scheduling tools
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Strong problem-solving skills, decision making, and attention to detail.
- Ability to work independently, show initiative, and be resourceful.
