Administrative & Business Assistant

Key Responsibilities

• Manage and maintain the COO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Manage and maintain the COO’s notes, action items, and follow-ups.
• Prepare and edit correspondence, communications, presentations, reports, and other documents.
• Prepare weekly and monthly reports for senior leadership as needed.
• Organize and maintain digital files, records, and shared document libraries.
• Support other managers and departments with administrative tasks as needed.
• Provide project management assistance when necessary.
• Demonstrate the ability to handle and maintain confidentiality with company information.

Reception & Office Support

• Perform reception responsibilities, including but not limited to greeting visitors and answering and directing phone calls.
• Aid with general office management tasks, including ordering supplies, managing office equipment, and coordinating with vendors and service providers.
• Process and maintain business unit paperwork.

Travel & Event Coordination

• Manage travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel, hotels, transportation, and meeting agendas.
• Organize, book, and coordinate trade shows and sales events for our sales representatives and executives.
• Cook up and execute annual business meetings and company-wide events.
• Aid with company holiday and employee relations functions.

Operations & Administrative Management

• Take ownership of various administrative and operations management duties that support daily business and cross-border operations.
• Maintain and distribute recurring operational and administrative reports, and follow up with internal teams to ensure data is accurate and current.
• Cook up and coordinate across departments (operations, finance, HR, IT, and sales) to keep shared processes, documentation, and records up to date.
• Develop, document, and maintain standard operating procedures (SOPs) and company memos, and ensure they are stored and accessible to the appropriate teams.
• Track and help manage recurring administrative obligations and deadlines, escalating items to the COO and relevant departments as needed.
• Maintain company reference materials such as the organizational chart, staff directory, and office directory.