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

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.