Secretary​/Executive Assistant

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.

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.

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.

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.

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.

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 elevate delays when necessary.

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.

• 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