Executive Coordinator / Office Manager Full Time NEW

JOB PURPOSE: To provide efficient personal assistance and high-quality executive support to the Account Lead and senior leadership team of the Startup , while ensuring the smooth day-to-day operation of the project office. The role serves as a central coordination point across the team: managing the office environment, supporting leadership communications, coordinating stakeholder visits and events, maintaining administrative systems, and ensuring that information flows efficiently across internal and external functions. The role requires exceptional organizational skills, sound judgement, and the discretion to handle sensitive and confidential information in a complex, high-profile institutional environment.

KEY ACCOUNTABILITIES:

1. Communication and Meetings Support

• Liaise with the Account Lead, senior leadership, and other functions within the Startup to manage communications and requirements on behalf of the leadership team.
• Arrange meetings called by the Account Lead, draft the agenda, prepare and distribute minutes, and follow up on action items as needed.
• Arrange working groups and make all relevant logistics arrangements, including booking venues, establishing seating, ensuring equipment is in place, and other related settings.
• Organize and distribute circulars and correspondence received by the Account Lead to relevant team members and partners, and follow up on any required response.
• Prepare responses to routine correspondence and enquiries in line with leadership instructions, maintaining a professional and accurate standard of communication.
• Draft, proofread, and manage internal and external communications on behalf of the leadership team as needed.

2. Administrative Support

• Organize the Account Lead’s schedule of meetings and visits, ensuring the diary is kept current and conflicts are resolved proactively.
• Organize travel and accommodation arrangements for the Account Lead and visiting delegations, through coordination with relevant departments and travel providers.
• Prepare and update office documents including letters, memos, emails, reports, spreadsheets, and presentations in line with leadership requirements.
• Serve as the first point of contact to receive, screen, and direct incoming calls, enquiries, and office visitors to the Account Lead and senior team.
• Establish and maintain both electronic and physical filing systems so that all documents are properly organized, version-controlled, and easily retrieved.
• Keep track of office expenses and the department roster, ensuring operations are within company policy and procedures.
• Maintain a corporate credit card tracker and manage the organization of its use in line with financial governance requirements.
• Manage petty cash disbursements and reconciliation, ensuring accurate records and compliance with financial policies.
• Manage relationships with couriers, and office vendors and suppliers, ensuring timely service delivery and cost-effectiveness.

3. Events and Visit Management

• Plan and coordinate internal events, team offsites, and high-profile visits from external partners, government stakeholders, and VIP delegations.
• Manage end-to-end logistics for delegation visits, including briefing documents, protocol arrangements, venue, hospitality, and accommodation.
• Manage event budgets, processing invoices and expenses in line with financial governance requirements.
• Liaise with protocol and security teams where required for VIP engagements.
• Offer on-hand assistance at events to ensure smooth execution.
• Maintain an events calendar and ensure adequate lead time for preparation across all scheduled engagements.
• Source, manage, and maintain an inventory of corporate gifts for delegation visits, VIP engagements, and official occasions.

4. Operations Support and Coordination

• Serve as a central coordinator across the Startup team, improving knowledge management and team awareness.
• Liaise with all internal departments and external project partners to ensure the team is fully informed (of needs, requirements, and relevant policy and procedures) as appropriate.
• Support onboarding of new team members by coordinating system access, equipment, and orientation materials.
• Maintain and improve office systems, shared drives, and administrative resources to support efficient team operations.
• Contribute to the identification of opportunities for continuous improvement of administrative systems, processes, and practices.
• Supervise and provide guidance to junior support staff such as panty, reception, and coordination with office driver, ensuring professional standards and day-to-day reliability.

Qualifications

• Bachelor’s degree in a relevant discipline (Business Administration, Communications, or related field)
• Professional certification in office management or executive administration is an advantage

Experience

• Related experience in executive administration, office management, or a chief of staff support function.
• Proven experience supporting C-suite or equivalent senior leadership in a fast-paced, high-stakes environment.
• Experience working in a multi-cultural environment.