Job Title:  Executive Assistant to Chief Operating Officer

Job Summary

The Executive Assistant provides administrative and coordination support to the Chief Operating Officer in managing the COO’s schedule, correspondence, meetings, operational priorities and action items. The role coordinates with departments under the COO’s portfolio and assists in preparing reports, presentations and management papers to support the effective execution of operational and strategic matters.

The position also serves as a key coordination point between the COO and internal and external stakeholders, while maintaining confidentiality and ensuring timely follow-up on matters requiring the COO’s attention.

Key Responsibilities

• Provide executive and administrative support to the COO, including coordinating schedules, correspondence, meetings, appointments and official engagements.
• Coordinate meetings chaired or attended by the COO, including preparing agendas, compiling documents, recording key decisions and maintaining action trackers.
• Follow up with the relevant HODs and focal persons on submissions, decisions and outstanding matters under the COO’s portfolio.
• Prepare and consolidate reports, presentations, briefing notes, working papers and other documents required by the COO.
• Check submissions and supporting documents for completeness before presenting them to the COO for review or decision.
• Coordinate communication and engagements between the COO and Management, departments, government agencies, clients, business partners and other stakeholders.
• Maintain proper and confidential records of correspondence, meetings, approvals, decisions and matters handled by the COO’s Office.
• Coordinate duty travel, official visits and external meetings, including itineraries, documentation and logistical arrangements.
• Maintain trackers and provide updates to the COO on operational priorities, projects and special assignments, without assuming the accountability of the respective HODs.
• Perform other duties assigned by the COO that are appropriate to the position.

Skills and Job Requirements

• Strong organisational, coordination and time-management skills.
• Good written and verbal communication skills.
• Able to prepare professional correspondence, reports, presentations and meeting records.
• Able to consolidate information and present key points clearly and accurately.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• Able to manage multiple assignments and follow up on outstanding matters within the required timeline.
• Able to communicate professionally with Management, employees and external stakeholders.
• Able to exercise discretion and maintain strict confidentiality.
• Able to work independently with minimum supervision and respond to changing priorities.
• Willing to work outside normal working hours or travel when required by the COO’s official commitments.
• Professional, dependable and attentive to detail.

Qualifications and Experience

• Minimum Bachelor’s Degree in Business Administration, Management, Engineering, Project Management, Logistics or another relevant field.
• At least three years of relevant working experience in executive support, operations, engineering, project coordination, corporate services or a related role.
• Experience in an engineering, logistics, supply chain, technical services or project-based environment is preferred.
• Experience in preparing management reports, presentations, meeting minutes, briefing notes or working papers is preferred.
• Experience coordinating with senior management, operational departments and external stakeholders is an advantage.

Closing Date