Secretary / Executive Assistant
Provide executive and administrative support, manage schedules, coordinate meetings, and ensure effective communication while maintaining confidentiality and attention to detail.
Skills
About This Role
Executive & Administrative Support
- Manage the COO's daily schedule, calendar, meetings, and task priorities.
- Prepare daily, weekly, and monthly task lists, reminders, and follow-up trackers.
- Draft emails, memos, correspondence, and basic reports on behalf of the COO.
- Organize and coordinate internal and external meetings, calls, and appointments.
- Maintain strict confidentiality of all executive and company information.
Calendar & Meeting Management
- Schedule and coordinate all COO meetings, ensuring timely confirmations and reminders.
- Prepare meeting agendas, circulate materials in advance, and record minutes or action points.
- Track and follow up on commitments arising from meetings.
- Manage scheduling conflicts and proactively reschedule when needed.
Office Coordination
- Serve as the primary point of contact between the COO's office and other departments.
- Coordinate office logistics, facilities, supplies, and general administrative requirements.
- Ensure smooth day-to-day functioning of the executive office.
- Handle incoming and outgoing correspondence, filing, and document management.
HR Coordination — Office Memos & Documentation
- Coordinate with HR for drafting and circulating internal office memos, notices, and policy communications.
- Track HR-related documentation, onboarding paperwork, and staff correspondence as directed by the COO.
- Assist in processing leave requests, employee records, and compliance documents for executive review.
- Act as a liaison between the COO and HR for administrative matters only.
Employee Attendance & Office Timing Monitoring
- Monitor and maintain employee attendance records and office timing compliance.
- Prepare periodic attendance and punctuality reports for the COO's review.
- Follow up on attendance discrepancies and flag irregularities proactively.
- Coordinate with HR to ensure attendance data accuracy.
Pending Approvals & Documentation Follow-Up
- Track all pending approvals, sign-offs, and outstanding documentation across departments.
- Follow up with relevant stakeholders on overdue approvals and ensure timely closure.
- Maintain a centralized tracker for all documents awaiting COO or management approval.
- Alert the COO on time-sensitive approvals and escalate delays when necessary.
- Reporting & Communication Support for the COO
- Compile and prepare summary reports, dashboards, and briefing notes for the COO
- Consolidate departmental updates into concise summaries when specifically requested by the COO
- Support the COO in preparing presentations, proposals, and communication materials
- Facilitate smooth information flow between the COO and all departments.
& Qualifications
- Proven experience as a Secretary, Executive Assistant, or Personal Assistant (2+ years preferred)
- Strong organizational and multitasking skills with high attention to detail
- Excellent written and verbal communication skills in English
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Ability to follow up professionally and assertively
- High level of discretion, integrity, and confidentiality
- Ability to work independently, manage time effectively, and prioritize tasks
- Familiarity with task management and scheduling tools is an advantage.
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