Assistant to Chief Operations Officer

The Executive Assistant to the Chief Operations Officer (COO) will provide high-level administrative, operational, and coordination support to the COO. The role requires excellent organizational skills, strong communication, discretion, and the ability to coordinate with multiple departments and stakeholders.

The incumbent will assist the COO in managing schedules, meetings, follow-ups, MIS reports, operational documentation, and cross-functional coordination to ensure timely execution of key priorities and initiatives.

Key Responsibilities

• Manage and maintain the COO's calendar, meetings, appointments, and daily schedule.
• Coordinate internal and external meetings on behalf of the COO.
• Prepare meeting agendas, presentations, briefing notes, and supporting documents.
• Maintain proper records of important communications, documents, and correspondence.
• Handle confidential and sensitive information with complete discretion.
• Assist the COO in managing daily priorities and ensuring timely completion of assigned tasks.
• Attend meetings with the COO and prepare accurate Minutes of Meeting (MoM).
• Circulate action points to concerned departments and stakeholders.
• Maintain an action tracker and regularly follow up on pending tasks.
• Monitor deadlines and provide timely reminders to respective teams.
• Escalate critical delays or unresolved matters to the COO.
• Coordinate with department heads, business verticals, and support functions on behalf of the COO.
• Follow up on operational requirements and management directives.
• Assist in tracking the implementation of decisions taken by the COO.
• Coordinate with HR, Finance, Accounts, Procurement, IT, Administration, Sales, Operations, and other departments as required.
• Support the COO in resolving inter-departmental coordination issues.
• Collect and consolidate operational data and reports from various departments.
• Prepare periodic MIS reports, dashboards, trackers, and status reports for review by the COO.
• Maintain records of departmental performance, pending activities, and key operational updates.
• Assist in preparing management presentations and business review reports.
• Ensure accuracy and timely submission of reports.
• Assist the COO in monitoring strategic and operational projects.
• Maintain project trackers, timelines, and responsibility matrices.
• Follow up with concerned stakeholders to ensure projects remain on schedule.
• Highlight potential delays, bottlenecks, and dependencies to the COO.
• Support the COO in coordinating special assignments and management initiatives.
• Draft professional emails, letters, notices, reports, and internal communications on behalf of the COO.
• Manage communication between the COO's office and internal/external stakeholders.
• Ensure important communications are properly documented and followed through.
• Maintain professionalism and confidentiality in all correspondence.
• Coordinate travel arrangements, itineraries, meetings, and accommodation for the COO when required.
• Assist with planning and coordination of business meetings, conferences, reviews, and corporate events.
• Ensure all relevant documents and schedules are prepared in advance.
• Maintain organized physical and digital records related to the COO's office.
• Manage confidential files, reports, agreements, presentations, and operational documents.
• Ensure proper version control and accessibility of important documents.
• Maintain trackers for important approvals, decisions, and pending matters.
• Timely completion and follow-up of COO-assigned tasks.
• Accuracy and timeliness of MIS and management reports.
• Effectiveness of meeting coordination and MoM/action-point tracking.
• Closure rate of pending action items.
• Timeliness of inter-departmental coordination.
• Quality and accuracy of documentation and communication.
• Responsiveness and efficiency in supporting the COO's office.
• Confidentiality and professionalism in handling sensitive information.

Required Skills & Competencies

• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Excellent follow-up and coordination skills.
• Strong attention to detail.
• Ability to prioritize multiple tasks and work under deadlines.
• Strong analytical and reporting skills.
• Professional email drafting and documentation skills.
• High level of confidentiality and discretion.
• Proficiency in MS Office, particularly Excel, Word, and PowerPoint.
• Ability to prepare MIS reports, trackers, and presentations.
• Strong interpersonal and stakeholder-management skills.
• Proactive approach with strong problem-solving abilities.

Qualification & Experience

• Bachelor's degree in Business Administration, Management, Commerce, or a related discipline.
• 3–6 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, or in a similar role.
• Experience supporting senior management or C-level executives will be preferred.
• Candidates with experience in a multi-department or multi-business environment will be an advantage.