Executive Assistant To Chief Operating Officer

Position Title- Executive Assistant to Chief Operating Officer (COO)

Role Overview

We are looking for a highly organized, proactive, and dependable Executive Assistant to support the COO in day-to-day operations. The ideal candidate should be comfortable managing calendars, coordinating meetings, handling communication, preparing Minutes of Meeting (MoM), and visiting project/sites as required. This role requires strong ownership, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Calendar Management

• Manage the COOs end-to-end calendar, scheduling, and meeting coordination
• Prioritize appointments, internal reviews, client meetings, and follow-ups
• Coordinate travel plans, itineraries, accommodation, and logistics when required
• Ensure smooth daily planning and time management for the COO

Meeting Coordination & MoM

• Attend internal and external meetings with the COO
• Prepare detailed Minutes of Meeting (MoM) with action items and timelines
• Track pending tasks, follow-ups, and ensure closure across teams
• Maintain organized records of discussions, reports, and key decisions

Site Visits & Coordination

• Visit project/client/vendor sites as required
• Coordinate with internal teams, vendors, contractors, and stakeholders
• Capture updates, observations, and prepare summary reports post visits
• Ensure execution updates are communicated effectively to the COO

Communication & Operations Support

• Handle professional communication via email, calls, and messaging
• Prepare presentations, reports, and operational documents
• Assist in cross-functional coordination and execution tracking
• Maintain confidentiality of business information and leadership discussions

Required Skills & Qualifications

• Bachelor’s degree in Business Administration, Management, or related field
• 2–5 years of experience as an Executive Assistant, Operations Coordinator, or similar role
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office / Google Workspace
• Ability to prepare clear and concise MoM’s and reports
• Comfortable traveling for site visits and field coordination
• High ownership, discretion, and problem-solving mindset

Preferred Qualities

• Strong follow-up and execution skills
• Ability to work independently with minimal supervision
• Professional attitude and stakeholder management capability
• Comfortable working in dynamic startup or fast-paced environments

KPIs / Success Metrics

• Efficient calendar and meeting management
• Timely and accurate MoM preparation
• Strong follow-up and task closure rate
• Smooth coordination between teams and stakeholders
• Effective reporting from site visits and operational reviews