Executive Coordination Manager

The Executive Manager to the CEO is a key strategic partner, providing high level administrative, operational support to the CEO. This role requires exceptional organizational skills, discretion, and the ability to manage complex tasks in a fast paced environment. The Executive Manager will act as a gatekeeper, liaison, and trusted advisor, ensuring the CEO s time and priorities are aligned with organizational goals.

Responsibilities:

Executive Office Operations

• Manage calendars, meetings, travel arrangements, and daily schedules for the CEO and Directors to ensure effective use of time.
• Coordinate meeting logistics, agendas, and required materials to support informed discussions and decision-making.
• Act as the first point of contact for matters requiring the CEO’s or Directors’ attention, ensuring appropriate prioritization.
• Handle confidential information with discretion and professionalism.

Coordination & Follow-Up

• Document decisions, action items, and commitments arising from executive meetings.
• Track progress on agreed actions and follow up with relevant stakeholders to ensure timely completion.
• Coordinate across departments to facilitate smooth execution of leadership directives.
• Maintain structured records of executive correspondence, approvals, and key communications.

Communication & Liaison

• Draft, review, and manage emails, letters, and internal communications on behalf of the CEO and Directors.
• Serve as a liaison between the CEO, Directors, senior management, and external stakeholders.
• Ensure accurate, timely, and professional communication flow across the Executive Floor.

Executive Floor Administration

• Oversee administrative processes, workflows, and support staff related to the Executive Floor.
• Manage expenses, budgets, and vendor coordination for the CEO’s and Directors’ offices.
• Identify operational gaps and recommend practical improvements to enhance efficiency and responsiveness.
• Ensure professional standards, discipline, and decorum are maintained across the Executive Floor.

Meetings, Events & Engagements

• Organize Board meetings, leadership meetings, and executive events, ensuring smooth logistics and execution.
• Prepare briefing notes, presentations, and post-meeting summaries as required.
• Coordinate external visits, high-level guests, and official engagements.

Required Skills:

• Strategic thinking and problem-solving.
• High level of professionalism and emotional intelligence.
• Ability to anticipate needs and act proactively.
• Strong interpersonal skills and the ability to build relationships at all levels.
• Adaptability and resilience in a high-pressure environment.

Qualification & Experience:

• Masters degree in Business Administration, Management, or a related field .
• Proven experience supporting C-level executives in a fast-paced, dynamic environment.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• Ability to maintain confidentiality and exercise sound judgment.