Executive Assistant at Ren San & Co.

Job Overview

• The Executive Assistant (EA) will provide comprehensive administrative, organisational, strategic, and personal support to the COO.
• This role functions as both a high-level executive partner and a trusted personal assistant, ensuring the seamless coordination of business priorities and personal obligations.
• The EA will manage the COO’s office end-to-end, including scheduling, communication, documentation, project coordination, and stakeholder engagement, while also supporting personal errands and household-related responsibilities.
• The role requires strong judgment, discretion, and the ability to anticipate needs, drive execution, and maintain operational efficiency.
• This position is ideal for a highly proactive, dependable, and organised individual who can multitask effectively, maintain confidentiality, and operate in a fast-paced environment.The ability to drive confidentlyis complusory.

Key Responsibilities
Administrative and Executive Support:

• Manage the COO’s calendar, appointments, meetings, and travel schedules.
• Screen and manage emails, calls, and correspondence on behalf of the COO.
• Prepare reports, presentations, briefing notes, and executive documents.
• Organise meetings, take minutes, and ensure follow-up on action items.
• Maintain accurate physical and digital filing systems.
• Handle sensitive and confidential information with discretion.
• Manage office administration tasks, including expense tracking and procurement.

Executive Coordination and Strategic Support:

• Coordinate cross-functional activities aligned with the COO’s priorities.
• Track tasks, deadlines, and deliverables across teams.
• Prepare summaries and briefing materials for decision-making.
• Follow up with internal teams and external stakeholders.
• Support execution of strategic initiatives, meetings, and projects.

Communication and Stakeholder Engagement:

• Serve as the first point of contact for the COO’s office.
• Draft, edit, and respond to official correspondence.
• Act as liaison between the COO and internal/external stakeholders.
• Represent the COO in meetings, events, and engagements when required.
• Build and maintain relationships with key stakeholders, partners, and board-level contacts.
• Maintain a structured and up-to-date contact database.

Digital Filing and Documentation Management:

• Develop and maintain a structured digital filing system for easy access and retrieval of documents.
• Organise confidential files, reports, contracts, and correspondence securely.
• Ensure proper documentation, record-keeping, and version control.

Operational Effectiveness:

• Anticipate the needs of the COO and take initiative to resolve issues.
• Ensure smooth daily operations by identifying gaps and proposing practical solutions.
• Maintain high standards of organisation, professionalism, and efficiency.
• Provide regular updates on tasks, schedules, and pending activities.

Travel & Logistics Coordination:

• Plan and manage local and international travel (flights, visas, accommodation, itineraries).
• Coordinate logistics for meetings, events, and engagements.
• Ensure alignment of travel plans with business and personal schedules.

Project Management & Research:

• Support planning and execution of projects, initiatives, and events.
• Conduct research and compile reports for executive use.
• Track project timelines and provide regular progress updates.
• Coordinate events hosted by the COO, including logistics, guest management, and materials preparation.

Personal & Household Support:

• Manage personal errands and day-to-day tasks for the COO.
• Oversee household operations and coordinate domestic staff.
• Handle family-related responsibilities, including scheduling and logistics.
• Track and manage household and personal expenses.

Performance Expectations

• Efficient management of the COO’s schedule and priorities.
• Timely completion of all assigned tasks and responsibilities.
• Accurate documentation and follow-up on action items.
• Professional representation of the COO at all times.
• Demonstrated reliability, initiative, and commitment to excellence.

Qualifications and Experience

• Bachelor’s Degree in Business Administration, Communication, Social Sciences, or a related field.
• Minimum of 5 years of experience as an Executive Assistant supporting senior executives.
• Strong proficiency in Microsoft Office Suite and digital communication tools.
• Valid driver’s license with the ability to drive confidently (required).
• Excellent written and verbal communication skills.
• Proven ability to manage multiple priorities and work under pressure.

Key Skills and Attributes:

• Highly organised and detail-oriented.
• Proactive, resourceful, and solutions-driven.
• Strong time management and multitasking abilities.
• Professional, discreet, and trustworthy.
• Excellent interpersonal and communication skills.
• Ability to work independently with minimal supervision.
• Strong sense of responsibility and accountability.