Personal Assistant to Chief Operating Officer (COO)

Personal Assistant to Chief Operating Officer (COO)

Job Summary:
The Personal Assistant to the COO provides high-level administrative and operational support to ensure the smooth functioning of the executive office. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities independently.

Key Responsibilities:

1. Executive Support:
   Manage the COO’s calendar, including scheduling appointments, meetings, and daily engagements.
   Coordinate and handle errands as required to support the COO’s activities.
2. Meeting Preparation & Coordination:
   Prepare materials, reports, and presentations for management meetings.
   Organize meetings, including agenda preparation, pre-meeting briefings, minute-taking, and follow-up on action items.
3. Information & Communication Management:
   Keep the COO informed of upcoming commitments, deadlines, and necessary follow-up actions.
   Handle confidential information with utmost discretion and professionalism.
4. Administrative & Office Support:
   Perform general office duties such as filing, photocopying, and ordering supplies.
   Draft and prepare documents, including letters, memos, and reports, as directed by the Management.
5. Other Duties:
   Undertake any additional tasks and responsibilities as assigned to support business operations.

Skills and Qualifications:

• Candidate must possess at least Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum of 3–5 years as a Personal Assistant, Executive Assistant, or similar role, ideally supporting C-suite executives.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong communication skills, both written and verbal, in English and Bahasa Malaysia.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• High level of discretion and integrity in handling confidential information.
• Strong attention to detail and problem-solving skills.
• Proactive mindset with the ability to anticipate needs and resolve issues efficiently.