Personal Assistant

About the Role

Job Title: Personal Assistant to COO

Job Summary :

The Personal Assistant to the COO provides high-level administrative, organizational, and strategic support to ensure the efficient functioning. This role requires exceptional discretion, strong coordination skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities :

Executive Support

• Manage the COO's calendar, including scheduling meetings, appointments, and travel.
• Coordinate internal and external meetings, ensuring all logistics are handled seamlessly.
• Prepare agendas, presentations, reports, and briefing documents.
• Act as the first point of contact between the COO and internal/external stakeholders.

Communication & Coordination

• Screen calls, emails, and correspondence, responding or escalating as appropriate.
• Liaise with senior leadership, department heads, and external partners.
• Ensure timely follow-ups on action items and key decisions.
• Draft professional emails, letter, and communications on behalf of the COO.

Operational Support

• Assist in tracking key operational projects and initiatives.
• Monitor deadlines, deliverables, and progress updates across departments.
• Prepare summaries and dashboards for review meetings.
• Support the COO in implementing strategic initiatives.

Travel & Logistics Management

• Arrange domestic and international travel, including flights, accommodation, and itineraries.
• Manage expense reports and reimbursements.
• Ensure all travel plans align with business priorities and schedules.

Confidentiality & Documentation

• Handle sensitive and confidential information with the utmost discretion.
• Maintain organized records, files, and documentation.
• Ensure compliance with company policies and procedures.

Meeting & Event Management

• Organize executive meetings, board meetings, and leadership offsites.
• Take minutes and track action items.
• Coordinate logistics for events and presentations.

Qualifications

• Bachelor's degree in Business Administration or related field (preferred)
• 3–5 years of experience in executive support roles (preferably supporting senior leadership)
• Experience working in fast-paced or corporate environments

Required Skills

• Strong organizational and time-management skills
• Excellent written and verbal communication
• High level of discretion and confidentiality
• Ability to multitask and prioritize effectively
• Problem-solving mindset with attention to detail
• Proficiency in MS Office / Google Workspace tools
• Stakeholder management and interpersonal skills

Preferred Skills

• Proactive and self-driven
• High emotional intelligence
• Ability to anticipate needs and act independently
• Professional demeanor and strong work ethic