Executive Assistant to the COO

We are recruiting to fill the position below:

About the Role

• The Executive Assistant acts as a key liaison between the CEO and internal and external stakeholders while maintaining the highest levels of professionalism, confidentiality, and discretion.
• The role serves as a trusted partner to the CEO, ensuring efficient management of executive priorities, schedules, communications, stakeholder engagements, and special projects.
• The Executive Assistant to the CEO provides high-level administrative, operational, and strategic support to the Chief Executive Officer.

Key Responsibilities
Executive Support:

• Prepare briefing materials, reports, presentations, agendas, and correspondence for meetings and engagements.
• Screen and manage incoming communications, including emails, calls, and requests for meetings.
• Manage and coordinate the CEO's calendar, appointments, meetings, travel arrangements, and business commitments.
• Draft, review, and edit correspondence, reports, presentations, and other executive communications.
• Prioritize and manage competing demands on the CEO's time and ensure timely follow-up on key action items.

Calendar, Travel & Logistics Management:

• Prioritize competing requests and resolve scheduling conflicts efficiently.
• Ensure the CEO is adequately briefed ahead of meetings and travel engagements.
• Coordinate and manage a complex calendar of meetings, appointments, conferences, and events.
• Manage last-minute changes and provide contingency planning where necessary.
• Arrange local and international travel, including flights, accommodation, visas, transportation, and itineraries.

Meeting & Board Coordination:

• Prepare meeting agendas, presentations, reports, and supporting documentation.
• Plan, organize, and coordinate executive, management, board, and stakeholder meetings.
• Support governance processes by maintaining records of meetings, resolutions, and approvals.
• Monitor and follow up on agreed actions to ensure timely completion.
• Attend meetings when required and accurately record minutes, decisions, and action items.

Stakeholder Management:

• Coordinate interactions with board members, investors, regulators, clients, and business partners.
• Serve as a primary point of contact between the CEO and key internal and external stakeholders.
• Build and maintain effective relationships with clients, business partners, regulators, board members, and senior executives.
• Facilitate smooth communication and collaboration across departments and stakeholder groups.
• Handle sensitive matters with professionalism, discretion, and confidentiality.

Project Management & Strategic Support:

• Support the CEO in executing strategic initiatives and special projects.
• Conduct research, gather data, and prepare reports to support executive decision-making.
• Monitor project timelines and ensure deliverables are completed within agreed deadlines.
• Coordinate cross-functional activities and follow up with departments on strategic priorities.

Personal Staff & Household Efficiency:

• Manage schedules, attendance, leave plans, and performance expectations for personal staff to ensure seamless support to the CEO.
• Manage relationships with personal vendors and service providers, ensuring high-quality service delivery and timely resolution of issues.
• Coordinate and oversee the activities of the CEO's personal staff, including drivers, domestic staff, security personnel, and other support resources.
• Coordinate personal appointments, family-related logistics, travel arrangements, and special engagements as directed by the CEO.
• Serve as the primary point of contact between the CEO and personal staff, ensuring instructions, priorities, and requests are effectively communicated and executed.
• Maintain strict confidentiality and professionalism while handling the CEO's personal affairs, records, correspondence, and sensitive information.

Administrative & Operational Support:

• Ensure adherence to company policies and administrative procedures.
• Coordinate office resources and support services required by the CEO.
• Maintain accurate records, files, and documentation related to the CEO's office.
• Manage travel itineraries, accommodation, visas, and logistics for local and international trips.
• Ensure smooth day-to-day operations of the Executive Office.
• Process expense reports, approvals, and administrative requests on behalf of the CEO.

Communication & Reporting:

• Act as a communication bridge between the CEO and internal or external stakeholders.
• Screen and prioritize incoming communications to ensure urgent matters receive prompt attention.
• Ensure all communications are professional, accurate, and aligned with the organization's standards.
• Manage confidential and sensitive information with discretion.
• Draft, review, and manage executive correspondence, emails, reports, speeches, and presentations.

Confidentiality & Governance:

• Exercise sound judgment when managing sensitive communications and decisions
• Maintain strict confidentiality regarding corporate, financial, strategic, and personnel matters.
• Ensure compliance with company policies, governance requirements, and professional standards.
• Handle sensitive information with integrity and sound judgment.
• Safeguard executive records and confidential documents.

Event & Engagement Management:

• Support the planning and execution of executive and board retreats.
• Coordinate executive participation in conferences, business forums, networking events, and corporate functions.
• Ensure seamless execution of events involving the CEO.
• Follow up on commitments and opportunities arising from engagements.
• Manage event logistics, invitations, guest lists, and briefing materials.

Requirements

• Excellent verbal and written communication skills.
• Experience using collaboration and productivity tools such as Slack, Microsoft Teams, Zoom, SharePoint, Google Workspace, and project management platforms.
• Exceptional organizational and planning skills.
• Experience in the healthcare sector is an advantage.
• Candidates should possess a Bachelor's Degree in Business Administration, Management, Communications, Law, Finance, or a related field with 5–8 years experience supporting C-suite executives, preferably a CEO, Managing Director, or Executive Chairman.
• Proven track record of handling highly confidential information and sensitive business matters.
• Project management certification or executive support certification is desirable.
• Strong project coordination and execution capabilities.