Executive Assistant & Operations Coordinator (COO's Office)

Executive Assistant & Operations Coordinator (COO’s Office)

Industry: High-end hospitality group (Michelin-level dining, catering & international F&B consulting)

We are looking for a highly capable Executive Assistant& Operations Coordinator to partner with the COO in a fast-paced, high-performance environment.

This is a hybrid role combining executive support, business operations, and project coordination. You will act as the COO’s right hand—ensuring priorities are managed, decisions are executed, and key initiatives move forward efficiently.

This role goes beyond traditional EA responsibilities. It is suited for someone who is highly organised, detail-oriented, and proactive, with the ability to execute, analyse, and communicate at a high level.

Key Responsibilities

• Manage the COO’s calendar, meetings, and travel arrangements with foresight and efficiency
• Prepare agendas, meeting materials, and minutes; track and follow up on action items
• Draft professional communications and act as a key liaison for stakeholders
• Handle sensitive and confidential matters with discretion

• Support the COO in managing priorities and ensuring execution across teams
• Coordinate cross-functional initiatives and track progress against deliverables
• Ensure follow-through on decisions made in leadership meetings
• Identify operational inefficiencies and support process improvements

• Prepare high-quality presentations for leadership and board-level meetings
• Build and maintain operational trackers, dashboards, and reports
• Analyse business and financial data to assist decision-making
• Prepare briefing notes, support business case development, and performance updates

• Support and coordinate special projects from planning through execution
• Track timelines, milestones, and outcomes
• Conduct research and organise information for strategic initiatives, such as overseas consultation projects and expansion plans
• Maintain structured documentation and records

• Manage internal workflows (expenses, payments, approvals, leave tracking)
• Support basic HR administration (template documentation and simple record keeping)
• Maintain corporate calendar (reflect critical dates such as licences expiry, renewals, compliance deadlines etc)

What We’re Looking For

• 3+ years’ experience in an Executive Assistant, Operations, or Office Management role
• Strong proficiency in: Microsoft Office suite, specifically MS Excel (data tracking, reporting, basic analysis)
• Strong proficiency in: Creating professional presentations
• Strong organisational and multitasking abilities
• Excellent written and verbal communication skills
• Experience supporting senior stakeholders is preferred

• Highly organised with strong attention to detail
• Proactive and able to anticipate needs
• Comfortable working in a fast-paced, evolving environment
• Strong sense of ownership and accountability
• “No task too small” mindset, with the ability to think ahead
• High level of discretion and professionalism

• Direct exposure to senior leadership and strategic decision-making
• Opportunity to work across operations, projects, and business functions
• A dynamic role with real impact beyond traditional administrative support
• Flexible Work Arrangement with WFH options
• Exposure to High-End Hospitality and Events

Additional Information

This role is dynamic and may evolve over time. The successful candidate may be assigned additional responsibilities as required to support business needs.