As an Executive Assistant to the Chief Operating Officer (COO), you will provide high-level administrative support to ensure the smooth functioning of the COO's office. You will be responsible for handling a wide range of confidential and important tasks.
Key Responsibilities:Calendar and Schedule Management: Efficiently manage the COO's calendar, prioritize appointments, and schedule meetings, conferences, and events. Coordinate with internal and external stakeholders to ensure seamless scheduling and resolve any conflicts that may arise.Communication and Correspondence: Serve as the primary point of contact for the COO, screening and prioritizing incoming communications, including emails, phone calls, and letters. Draft and prepare professional correspondence, reports, presentations, and other documents on behalf of the COO.Meeting Coordination and Support: Organize, coordinate, and prepare for meetings chaired or attended by the COO. This includes creating agendas, collating relevant documents, arranging logistics, and ensuring timely distribution of materials. Attend meetings, record minutes, and follow up on action items.Relationship Management: Build and maintain positive relationships with internal and external stakeholders to ensure communication and collaboration.Operational Support: Provide operational support to the COO, including monitoring and tracking progress on key initiatives and projects. Assist in preparing budgets and analyzing data.Personal Task Assistance: Assist with all personal tasks, maintaining confidentiality and discretion regarding personal matters.Travel and Event Coordination: Arrange travel itineraries, ensuring all arrangements meet necessary requirements.Confidentiality and Discretion: Handle highly sensitive and confidential information with the utmost discretion. Safeguard the COO's privacy and maintain confidentiality regarding strategic matters, financial data, and personnel-related information.Qualifications and Skills:Proven experience as an Executive Assistant or similar role supporting executives.Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks and deadlines effectively.Strong written and verbal communication skills, with a keen eye for detail and accuracy.Proficiency in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.Ability to maintain professionalism, confidentiality, and composure in high-pressure situations.Exceptional interpersonal skills, with the ability to build relationships and communicate effectively with individuals at all levels.Flexibility and adaptability to accommodate changing priorities and deadlines.
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