Executive Coordinator / Office Manager

Job Purpose

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.