Personal Assistant to COO

Daikan, a leading name in the culinary industry, is seeking a highly organized and proactive Personal Assistant to support our Chief Operating Officer (COO). This role is essential in ensuring the efficiency and effectiveness of our COO's operations and will require a professional who can manage a variety of tasks with discretion and attention to detail.

Responsibilities:

Reporting to the COO and the Executive Director, the Personal Assistant provides high-level administrative support to executives and senior management within the organization. This role requires exceptional organizational skills, a strong attention to detail, excellent communication abilities, and the ability to work efficiently in a fast-paced and dynamic environment. The Personal Assistant serves as a key point of contact, both internally and externally, and plays a critical role in ensuring the smooth operation of the COO and the Executive Director responsibilities.

1. Administrative Support: Manage the COO's calendar, scheduling appointments and meetings while prioritizing urgent requests. Manage expenses, reimbursements, and invoices. Handle administrative duties, such as office supply management and coordination of office events.
2. Management of Calendar: Schedule and manage appointments, meetings, and conferences for the COO and the Executive Director. Coordinate complex travel arrangements, including flights, accommodations, and transportation.
3. Communication Liaison: Act as the primary point of contact for internal and external communications, disseminating information as needed. Handle incoming communications, including emails, phone calls, and correspondence, and prioritize them appropriately. Draft, proofread, and edit documents, presentations, and reports on behalf of the COO and the Executive Director. Coordinate and follow up with Departments for timely reports, ensuring their tasks are well managed and timely updates provided to the COO and the Executive Director proactively and effectively.
4. Meeting Coordination: Prepare and organize reports, presentations, and meeting agendas, ensuring all necessary materials are available in advance. Attend meetings, take minutes, and distribute follow-up action items to relevant parties.
5. Relationship Management: Interact with internal and external stakeholders, clients, partners, and vendors on behalf of the COO and the Executive Director. Build and maintain professional relationships and networks.
6. Project Assistance: Assist in project management tasks, tracking deadlines and deliverables to ensure timely completion.
7. Confidentiality Maintenance: Handle sensitive information with discretion and confidentiality, maintaining the trust of the COO and the organization.
8. Team Collaboration: Work closely with other departments to streamline communication and improve organizational efficiency.
9. Prioritization and Time Management: Assist the COO and the Executive Director in managing their time and priorities effectively. Anticipate potential conflicts and proactively address them.
10. Problem Solving: Identify challenges and inefficiencies in processes and propose solutions. Handle unexpected situations with composure and resourcefulness.

Requirements:

1. Proven experience as a Personal Assistant or in similar executive support roles.
2. Exceptional organizational and time-management skills.
3. Strong communication skills, both written and verbal.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools.
5. Ability to handle multiple tasks and prioritize effectively.
6. High level of discretion and ability to maintain confidentiality.
7. Strong problem-solving skills and attention to detail.
8. Flexibility to adapt to changing priorities and environments.