Executive Assistant to Chief Operating Officer

Role Overview

We are looking for a highly organized and proactive Executive Assistant to support our Chief Operating Officer. This position involves managing complex scheduling, coordinating travel, handling sensitive information, and ensuring smooth daily operations. The ideal candidate will possess strong organizational skills, anticipate needs effectively, and confidently engage with senior stakeholders globally.

Key Duties

• Oversee and coordinate the COO's detailed calendar across different time zones, prioritizing meetings and appointments for optimal efficiency.
• Filter and manage all emails, correspondence, and requests to facilitate communication flow.
• Create agendas, reports, presentations, and briefing materials, as well as document meeting minutes and track action points to ensure timely follow-up.
• Maintain confidentiality with all sensitive data handled.
• Act as the main liaison for both internal teams and external partners on behalf of the COO.
• Collaborate with cross-functional teams located in Dubai, Switzerland, Italy, and other international locations to support business operations.
• Ensure prompt follow-up on business goals and deadlines through effective communication.
• Draft clear and professional business emails, presentations, and related documents.
• Coordinate all aspects of domestic and global travel arrangements including flights, lodging, visas, ground transport, and detailed itineraries.
• Manage logistics for leadership gatherings, board meetings, town halls, and off-site events, including arrangements for visiting executives and external collaborators.
• Support strategic initiatives by maintaining project trackers, monitoring progress, and assisting with administrative and operational projects.
• Organize digital files systematically and handle expense management and reimbursement processes.

Candidate Requirements

• Bachelor’s degree in Business Administration or a related discipline preferred.
• Minimum five years’ experience serving as an Executive Assistant to C-suite executives.
• Proven background in fast-paced or international business settings with multi-regional coordination.
• Proficiency managing schedules across multiple time zones is advantageous.

Skill Set & Personal Attributes

• Outstanding organizational and time management capabilities.
• Excellent written and verbal English communication skills.
• Discretion and professionalism in handling confidential matters.
• Ability to multitask and balance competing priorities effectively.
• Keen attention to detail combined with strong problem-solving skills.
• Self-motivated with resourcefulness and independent working capability.
• Strong interpersonal skills enabling positive relationships across organizational levels.
• Advanced Microsoft Office expertise (Outlook, Excel, PowerPoint, Word); familiarity with Microsoft Teams, Zoom, SharePoint, and project management tools is a plus.
• Dependable, trustworthy, and accountable with a calm demeanor under pressure.
• Adaptable to shifting priorities with a positive, solution-driven approach.
• Professional presentation and demeanor, with the ability to foresee and address COO's requirements promptly.

Benefits & Opportunities

• Work closely with senior leadership within an expanding international enterprise.
• Engage in strategic initiatives and cross-functional projects offering broad exposure.
• Enjoy a collaborative and energetic workplace environment.
• Access to professional growth and development opportunities.