Executive & Administrative SupportManage 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 ManagementSchedule 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 CoordinationServe 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 & DocumentationCoordinate 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 MonitoringMonitor 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-UpTrack 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 COOCompile and prepare summary reports, dashboards, and briefing notes for the COOConsolidate departmental updates into concise summaries when specifically requested by the COOSupport the COO in preparing presentations, proposals, and communication materialsFacilitate smooth information flow between the COO and all departments. Skills &

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.
Prior experience supporting C-level executives or senior leadership.
Sound understanding of administrative workflows and business processes.
Proactive problem-solving mindset with the ability to anticipate needs.
Calm, dependable, and professional under pressure.

Experience in a logistics, transport, or operations-driven environment is a plus.