Personal Assistant to the Chief Operating Officer
Job summary
A fast-growing group of companies is seeking a highly structured, operations-focused Personal Assistant to the COO to support executive coordination and operational execution across multiple business units. This role requires someone with a solid background in operations, administration, or project coordination, who understands how organizations run day-to-day and can help translate executive direction into action. The Personal Assistant will function as a coordination hub between the COO and department leads, ensuring operational priorities are tracked, communicated, and executed efficiently. To provide high-level administrative, operational, and project coordination support to the COO by ensuring seamless communication, structured follow-ups, and effective tracking of operational initiatives across the group.
Job descriptions & requirements
Responsibilities:
Executive & Administrative Support:
- Manage the COO’s calendar, meetings, and travel logistics
- Prepare meeting agendas, briefing notes, and presentations
- Take meeting minutes and track action items to completion
- Screen and prioritize internal and external communications
- Maintain organized digital and physical documentation systems
Operational Coordination:
- Track operational projects across business units and follow up on deliverables
- Coordinate communication between the COO and department heads
- Assist with implementing operational plans and process improvements
- Monitor timelines and escalate delays or risks when necessary
- Support planning and execution of operational reviews and strategy meetings
Reporting & Documentation:
- Prepare weekly and monthly operational reports
- Compile dashboards, summaries, and performance updates
- Maintain project trackers and operational logs
- Assist in documenting SOPs and workflow processes
Project & Task Management:
- Support cross-functional initiatives led by the COO
- Ensure deadlines are met across multiple departments
- Coordinate internal resources for operational initiatives
- Assist in planning company-wide meetings, reviews, and events
Requirements:
- Bachelor’s degree in Business Administration, Operations Management, or a related field
- Minimum of 3 years’ experience in operations, project coordination, executive support, or administrative management
- Strong understanding of operational workflows and business coordination
- Excellent organizational and multitasking abilities
- Strong written and verbal communication skills
- High attention to detail and follow-through
- Proficiency in Microsoft Office (Excel, Word, PowerPoint)
- Ability to manage confidential information with discretion
- Comfortable working in a fast-paced, multi-company environment
Preferred Competencies:
- Strong problem-solving ability
- Initiative and ownership mindset
- Time-management discipline
- Ability to anticipate operational needs
- Professional executive presence
Remuneration: Competitive salary based on experience.
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