Secretary / Executive Assistant

Executive & Administrative Support

• Manage 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 Management

• Schedule 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 Coordination

• Serve 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 & Documentation

• Coordinate 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 Monitoring

• Monitor 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-Up

• Track 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 COO

• Compile and prepare summary reports, dashboards, and briefing notes for the COO

• Consolidate departmental updates into concise summaries when specifically requested by the COO

• Support the COO in preparing presentations, proposals, and communication materials

• Facilitate 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.