PA to COO (Operations) at a Fast-Growing Group of Companies

A fast-growing group of companies is seeking a highly structured, operations-focused Personal Assistant to the COO to support executive coordination and operational execution across multiple business units.

This role requires someone with a solid background in operations, administration, or project coordination, who understands how organizations run day-to-day and can help translate executive direction into action.

The Personal Assistant will function as a coordination hub between the COO and department leads, ensuring operational priorities are tracked, communicated, and executed efficiently.

Role Objective

To provide high-level administrative, operational, and project coordination support to the COO by ensuring seamless communication, structured follow-ups, and effective tracking of operational initiatives across the group.

Key Responsibilities

Executive & Administrative Support

• Manage the COO’s calendar, meetings, and travel logistics
• Prepare meeting agendas, briefing notes, and presentations
• Take meeting minutes and track action items to completion
• Screen and prioritize internal and external communications
• Maintain organized digital and physical documentation systems

Operational Coordination

• Track operational projects across business units and follow up on deliverables
• Coordinate communication between the COO and department heads
• Assist with implementing operational plans and process improvements
• Monitor timelines and escalate delays or risks when necessary
• Support planning and execution of operational reviews and strategy meetings

Reporting & Documentation

• Prepare weekly and monthly operational reports
• Compile dashboards, summaries, and performance updates
• Maintain project trackers and operational logs
• Assist in documenting SOPs and workflow processes

Project & Task Management

• Support cross-functional initiatives led by the COO
• Ensure deadlines are met across multiple departments
• Coordinate internal resources for operational initiatives
• Assist in planning company-wide meetings, reviews, and events

Requirements

• Bachelor’s degree in Business Administration, Operations Management, or a related field
• Minimum of 3 years’ experience in operations, project coordination, executive support, or administrative management
• Strong understanding of operational workflows and business coordination
• Excellent organizational and multitasking abilities
• Strong written and verbal communication skills
• High attention to detail and follow-through
• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Ability to manage confidential information with discretion
• Comfortable working in a fast-paced, multi-company environment

Preferred Competencies

• Strong problem-solving ability
• Initiative and ownership mindset
• Time-management discipline
• Ability to anticipate operational needs
• Professional executive presence

Remuneration

Competitive salary based on experience.