Executive Assistant to Chief Operating Officer (COO)
We are looking for a highly organised, discreet, and proactive Executive Assistant to provide dedicated support to our Chief Operating Officer (COO) in a fast-paced listed engineering environment.
What you'll be doing
1. Executive Support & Calendar Management:
- Manage the COO's calendar, including meetings, appointments, business travel, and key internal and external engagements;
- Liaise with Heads of Department, Division Heads, and subsidiary leaders to ensure the COO's schedule is well-coordinated and aligned with business priorities;
- Coordinate meeting arrangements, logistics, and follow-ups with internal and external stakeholders.
2. Communication and Business Correspondence:
- Draft, review, and edit emails, letters, presentations, reports, and other business correspondence on behalf of the COO;
- Manage incoming and outgoing communications, including calls, emails, and official documents, with professionalism and discretion;
- Serve as a key coordination point between the COO's office and internal or external stakeholders.
3. Administrative and Operational Support:
- Maintain accurate records, filing systems, and documentation for the COO's office to ensure proper organisation and audit readiness;
- Coordinate across departments, divisions, and overseas teams to support effective communication and information flow;
- Prepare reports, develop Excel / Power BI dashboards, and create presentation materials to support management reporting and decision-making;
- Provide support on special assignments, research, and strategic initiatives as directed by the COO.
4.Meeting Management & Follow-Through:
- Attend meetings as required, prepare meeting minutes, and track follow-up actions to ensure timely execution;
- Ensure the COO is well prepared for daily meetings and discussions by organising agendas, briefing notes, and pre-read materials;
- Monitor key deadlines, action items, and deliverables arising from meetings and executive discussions.
Job Requirements
- Proven experience as an Executive Assistant, preferably supporting C-level executives;
- Bachelor's Degree in Business Administration, Accounting, Management, or a related field;
- Strong proficiency in Microsoft Office applications and digital tools, with familiarity in AI tools being an added advantage;
- Excellent organisational and time management skills, with the ability to manage multiple priorities in a fast-paced environment;
- Strong attention to detail, accuracy, and follow-through;
- Excellent written and spoken English, with the ability to communicate effectively across all levels of the organisation;
- Strong interpersonal and stakeholder management skills, with the ability to work well with senior management, subsidiaries, and cross-functional teams;
- High level of integrity and professionalism, with the ability to handle sensitive and confidential information with utmost discretion;
- Experience in a public listed company, engineering, construction, or project-based environment will be an added advantage.
Why Join Us
- This is an exciting opportunity to be part of a growing engineering organisation and to work closely with senior leadership in a role that offers broad exposure, meaningful responsibility, and involvement in high-level business operations.
