Personal Assistant

COOP’S CORPORATION

JOB DESCRIPTION – Executive Personal Assistant

JOB PURPOSE

The Personal Assistant to the CEO provides high-level, confidential administrative and operational support to ensure the efficient management of the CEO’s time, priorities, communications, and executive responsibilities across all subsidiaries within Coop’s Corporation. This role requires discretion, professionalism, initiative, and the ability to operate effectively in a fast-paced executive environment.

KEY RESPONSIBILITIES

Executive Calendar & Time Management

• Manage and optimize the CEO’s calendar, appointments, and daily schedule.
• Prioritize meeting requests based on urgency and strategic importance.
• Ensure meeting preparedness with all required documentation.
• Coordinate internal and external appointments efficiently.

Communication Management

• Screen and manage incoming calls, emails, and correspondence.
• Draft professional communications on behalf of the CEO.
• Liaise with senior management, vendors, and stakeholders.
• Maintain strict confidentiality in all communications.

Meeting & Documentation Support

• Prepare meeting agendas and compile executive briefing materials.
• Record and circulate meeting minutes where required.
• Track executive action items and follow up on deadlines.
• Maintain organized physical and digital filing systems.

Administrative & Operational Support

• Coordinate travel arrangements and itineraries.
• Process executive expense reports and reimbursements.
• Assist with project coordination as directed by the CEO.
• Ensure timely routing and follow-up of documents requiring approval.

QUALIFICATIONS & EXPERIENCE

• Minimum 3–5 years’ experience as a Personal or Executive Assistant.
• Experience supporting senior leadership preferred.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office / Google Workspace.
• Strong organizational and time management skills.
• High level of discretion and professionalism.

CORE COMPETENCIES

• Discretion & Confidentiality
• Professional Communication
• Time Management Excellence
• Attention to Detail
• Proactive Problem Solving
• Reliability & Accountability