Executive Assistant To Chief Operating Officer

Job Description:

1. The candidate will be responsible for Managing schedules, meetings and appointments.

2. Overall responsibilities for assisting the COO in his day-to-day work.

3. Excellent follow up and coordination skills.

4. Handling emails & correspondence, internally and externally, replying on COO behalf as

may be required.

5. Arranging meetings in the office as well as setting up meetings on zoom, teams, google

meet, etc. and being familiar with how to operate the same.

6. Preparing minutes of meetings (MOM) and keeping the COO updated.

7. Follow up and coordinate with internal teams for information as per instructions given

and report to the COO effectively and efficiently.

8. Handling calls on behalf of the COO as per instructions.

9. Follow up for collection of reports for management.

10. Preparation of documents for important meetings.

11. Filing, updating paperwork and maintaining documents.

12. Coordination with various departments & making protocols as per the instructions of the

COO.

13. Monitoring tasks and completion

14. Keeping track of insurance, maintenance contracts etc.

15. Basic knowledge about tendering process, monitoring of tender conditions compliance

16. Interaction with vendors, monitoring timeline of supply, receipt of goods etc.

17. Keeping track of AMCs, Contracts, permissions and licenses

18. Any other responsibility, as may be allocated by the COO or Directors from time to time.

Qualification and experience:

• Should be a graduate with a good command over English (written and oral)
• Knowledge of MS Office especially word, excel, PowerPoint and well versed with google

sheets and docs.

• Candidate with Port or Shipping industry background will be preferred
• Should have 3 -5 years experience.