CEO Office Manager

Key Duties and Responsibilities

The responsibilities of a CEO Office Manager are multifaceted, ranging from high-level administrative support to project management and internal/external communication.

1. Executive Administrative Support

• Calendar and Schedule Management: Proactively manage and coordinate the CEO's complex calendar, including scheduling meetings, appointments, and resolving scheduling conflicts.
• Correspondence Triage: Manage and triage the CEO's incoming emails and communications, drafting responses, forwarding requests, and flagging high-priority or confidential matters.
• Travel and Logistics: Arrange and manage all aspects of the CEO's travel, including detailed itineraries, transportation, accommodation, and necessary documentation.
• Meeting Preparation: Prepare and coordinate all materials for meetings, including agendas, presentations, and background research, ensuring the CEO is adequately briefed.
• Record Keeping: Maintain and organize confidential files, reports, and documentation relevant to the CEO's initiatives and the organization's governance.

2. Communication and Liaison

• Internal Communication: Serve as the primary point of contact and communication bridge between the CEO's office and senior leadership, department heads, and all employees.
• External Relations: Communicate directly and professionally on behalf of the CEO with clients, partners, donors, Board members, and other external stakeholders.
• Board Support: Assist with Board and governance administration, including coordinating board meetings, preparing board materials, and managing minutes and action summaries.

3. Office Management and Operations

• Process Improvement: Establish and continuously improve processes and systems within the CEO's office to optimize efficiency and workflow effectiveness.
• Resource Management: Manage the office budget, oversee expense reporting, handle light bookkeeping, and manage vendor relationships for the executive office.
• Office Environment: Ensure the CEO's office environment runs smoothly, including managing office supplies, coordinating with IT, and overseeing equipment maintenance.
• Confidentiality: Handle all sensitive and confidential information, issues, and concerns with the utmost discretion and professionalism.

4. Strategic and Project Support

• Project Oversight: Oversee and coordinate special projects, initiatives, or cross-departmental collaborations initiated by the CEO, monitoring progress and ensuring goals are met.
• Data and Analysis: Conduct research and compile data on industries, clients, or financial metrics to support the CEO's decision-making and strategic planning.
• Strategy Implementation: Assist in embedding organizational strategies into the day-to-day operations and coordinating organizational performance plans and reporting.

Preferred experience in health sector.