- Coordinate and manage the COO's calendar, scheduling appointments, meetings, and conferences.
- Anticipate scheduling conflicts and proactively find solutions to ensure effective time management.
- Arrange and coordinate meetings, including setting agendas, preparing materials, and arranging logistics.
- Attend meetings to record minutes and action items, and follow up on action items to ensure completion.
- Screen and prioritize incoming emails, calls, and correspondence for the COO.
- Draft, proofread, and edit memos, letters, reports, and other documents on behalf of the COO.
- Coordinate domestic and international travel arrangements for the COO and other executive team members.
- Arrange transportation, accommodations, and itinerary details.
- Handle confidential and sensitive information with the utmost discretion and professionalism.
- Maintain confidentiality of executive discussions and decisions.
- Assist the COO in managing and monitoring special projects and initiatives.
- Provide administrative support to project teams as needed.
- Organize and maintain the COO's office, including files, records, and office supplies.
- Implement efficient systems and processes to enhance productivity.
- Act as a liaison between the COO and internal and external stakeholders.
- Communicate effectively on behalf of the COO to relay important information and decisions.
- Assist in planning and organizing company events, conferences, and executive retreats.
- Handle expense reporting, invoice processing, and other administrative duties.
- Provide general administrative support to the executive team.
- Diploma in Computer Application, or a related field is preferred.
- Proven of 3-5 years experience as an Executive Assistant supporting C-level executives, preferably in the EPC or engineering industry.
- Strong organizational and time management skills, with the ability to prioritize tasks and handle multiple responsibilities.
- Excellent communication and interpersonal skills to interact with executives, staff, and external stakeholders.
- Proficiency in using office productivity software, such as MS Office (Word, Excel, PowerPoint, Outlook).
- Discretion and ability to handle confidential information with integrity and professionalism.
- Strong problem-solving abilities and attention to detail.
- Flexibility and adaptability to changing priorities and fast-paced environments.
Chief Operating Officer Assistant - Singapore - UQPAY PTE. LTD.
3 weeks ago
Description
Job Description :
As the Chief Operating Officer Assistant (COO) of an EPC (Engineering, Procurement, and Construction) company, you will provide high-level administrative and organizational support to the COO and the executive team.
You will play a pivotal role in ensuring the smooth operation of the COO's office and supporting the efficient functioning of the company's operations.
Your role will involve handling sensitive and confidential information, managing executive schedules, coordinating meetings, and facilitating communication between the COO and other departments and stakeholders along with carrying out any work related task necessary for the COO.
Responsibilities:
Calendar Management and Scheduling:
Meeting Coordination and Follow-up:
Correspondence and Communication:
Travel Arrangements:
Confidentiality and Discretion:
Project Support:
Office Organization:
Communication Liaison:
Event Planning and Coordination:
Miscellaneous Administrative Tasks:
Requirements: