PA - COO

We are seeking a highly professional, detail-oriented, and proactive PA to support the Chief Operating Officer (COO) in a dynamic, fast-paced environment. The ideal candidate will provide comprehensive executive-level administrative support, ensuring optimal time management, coordination, and communication on behalf of the COO.
This role requires a high level of discretion, excellent judgment, and the ability to manage multiple priorities with efficiency and professionalism. The PA will play a key role in enabling the COO to focus on strategic priorities by ensuring smooth day-to-day operations and executive-level coordination across the business.Job Description

Company Description

Our ratings reflect the financial strength of our business: “A” (Stable) from AM Best; “A-” (Stable) from S&P. In 2024, we had net earnings of $135.2 million. Our holding company has assets in excess of $2,037.6 million, as at 31 December 2024.

Key Responsibilities

• Manage and maintain the COO’s complex calendar, including scheduling of internal and external meetings, resolving conflicts, and prioritizing appointments.

• Coordinate and prepare materials for meetings, including agendas, presentations, reports, and briefing documents; ensure the COO is thoroughly prepared.

• Monitor the COO’s inbox and communications, draft high-level correspondence, and ensure timely responses to internal and external stakeholders.

• Organize and manage domestic and international travel arrangements including flights, accommodations, visas, ground transportation, and detailed itineraries.

• Process and track expense reports, vendor invoices, and other administrative documentation in accordance with internal policies.

• Record and distribute meeting minutes, action items, and ensure appropriate follow-up and execution across departments.

• Serve as the point of contact between the COO and senior leadership, clients, external partners, and internal departments.

Office & Project Coordination

• Coordinate cross-functional communications on behalf of the COO to ensure alignment across business units.

• Support the preparation of internal communications, organizational announcements, or confidential memos.

• Collaborate with internal stakeholders including HR, Finance, Legal, and Operations on executive-level requests or administrative tasks.

• Manage sensitive and confidential business information with utmost discretion.

Qualifications & Experience

• Minimum 5–10 years of experience in an Executive Assistant or similar role supporting senior executives, ideally in a corporate or multinational environment.

• Bachelor’s degree in Business Administration, Communications, or a related field is preferred.

• Demonstrated ability to manage high-level administrative responsibilities independently and efficiently.

Skills & Competencies

• Excellent organizational and time-management skills with the ability to handle multiple priorities and meet deadlines.

• Strong written and verbal communication skills, including experience drafting executive-level correspondence.

• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management or collaboration tools is an advantage.

• Proven track record of maintaining confidentiality and professional discretion.

• Ability to anticipate needs, solve problems proactively, and operate with a high level of initiative and judgment.

• Professional, composed, and confident presence in all forms of communication and interaction.