Executive Assistant

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.
  
  

• 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.
  
  

• 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.
  
  

• 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.
  
  

• Organize conferences, meetings, and company events, ensuring logistics, participants, and materials are prepared in advance.
• Plan the executives travel arrangements, including flight bookings, accommodations, transportation, and creating itineraries for business trips
  
  

• 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.
  
  

• 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.
  
  

• 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.