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.