Executive Operations Associate

Executive Operations & Project Management

·        Manage and monitor all executive projects, ensuring timelines and deliverables are achieved.

·        Maintain the COO’s master project tracker and monitor progress across departments.

·        Follow up with department heads, suppliers, partners, and stakeholders regarding pending action items.

·        Escalate project risks, delays, and issues to the COO together with recommended solutions.

·        Prepare weekly executive dashboards summarizing project status, priorities, deadlines, and risks.

Executive Support

·        Manage the COO’s calendar, appointments, travel arrangements, and meeting schedules.

·        Prepare daily executive briefings highlighting priorities and upcoming commitments.

·        Organize executive correspondence and manage email follow-ups.

·        Draft professional emails, letters, proposals, and official communications.

·        Maintain confidential company documents and executive files.

Meetings & Coordination

·        Prepare meeting agendas and presentation materials.

·        Attend meetings as required and document minutes and action items.

·        Ensure meeting decisions are communicated and followed through until completion.

·        Coordinate meetings with business partners, suppliers, government agencies, and key clients.

Business Presentations & Reports

·        Prepare professional PowerPoint presentations for executive meetings, business reviews, investor presentations, and strategic proposals.

·        Develop executive reports, dashboards, charts, and performance summaries.

·        Research industry trends, competitors, and business opportunities.

·        Consolidate information into concise executive summaries for decision-making.

Cross-Functional Coordination

·        Coordinate with Operations, Sales, Marketing, Finance, HR, Warehouse, and Retail teams to ensure alignment on executive priorities.

·        Monitor execution of company-wide initiatives and strategic projects.

·        Assist in organizing company events, product launches, exhibitions, and executive meetings.

Procurement & Administrative Support

·        Coordinate procurement of office and operational supplies.

·        Monitor purchasing requests and vendor coordination.

·        Assist in inventory release documentation and administrative tracking.

·        Maintain company records and confidential documentation.

·        Perform executive administrative duties as assigned.

Data Management & Systems

·        Maintain executive reports, trackers, and operational databases.

·        Monitor accuracy of business reports and supporting documentation.

·        Assist in preparing KPI reports and operational analytics.

·        Utilize AI productivity tools to improve reporting, documentation, and workflow efficiency.

Special Projects

·        Lead or coordinate strategic projects assigned by the COO.

·        Support new business initiatives, expansion projects, and partnership development.

·        Conduct research and prepare recommendations for executive decision-making.

* Perform other professional duties as assigned by the COO.