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

Work arrangement
No