Assistant to COO Full Time

Role Overview:

We are seeking a highly organized, detail-oriented, and proactive Assistant to the Chief Operating Officer (COO). This role is crucial in ensuring the smooth execution of daily responsibilities, with a focus on calendar management, travel coordination, meeting scheduling, and administrative support. The ideal candidate will serve as the COO’s right hand, helping manage time, communication, and priorities efficiently..

Key Responsibilities

• Manage and maintain the COO’s calendar – scheduling internal and external meetings, events, and appointments.
• Coordinate complex domestic and international travel, including flights, hotels, itineraries, and logistics.
• Schedule, prepare for, and follow up on meetings, including drafting agendas, recording MOMs (Minutes of Meeting), and maintaining action trackers.
• Ensure timely updates and follow-through on tasks, reminders, and pending deliverables.
• Liaise with cross-functional teams and external partners for seamless coordination.
• Prioritize and filter communications including emails, calls, and meeting requests.
• Prepare briefing materials and ensure the COO is informed and equipped ahead of engagements.
• Maintain high levels of confidentiality, professionalism, and discretion at all times.
• Travel along with the COO, if required, to assist in on-ground coordination and logistics.

Job Expectations

• Strong organizational, coordination, and multitasking abilities.
• Excellent written and verbal communication skills with professional etiquette.
• Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Flexibility to travel and adapt to changing business needs.
• Ability to work independently, manage time efficiently, and maintain strict confidentiality.
• Preferred: Candidates with a marketing or sales background, enabling better understanding of business requirements and objectives.

Minimum Qualification

Any Batchelor’s Degree

Minimum Job Experience

Proven experience of 4–6 years as an Executive Assistant or in a comparable role providing support to senior leadership.

Reporting To

COOq

Travel

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