Job Overview

The Executive Office Coordinator to the Managing Director provides high-level, strategic support, acting as a key partner in managing the day-to-day operations of the Executive Office. This role is responsible for managing the director’s schedule effectively and overseeing the implementation of high-priority activities to ensure alignment with the director’s vision and company goals. The role holder serves as a critical liaison between the director and internal/external stakeholders and is expected to drive efficiency across all executive functions.

Duties & Responsibilities

1. Strategic Schedule Management

• Efficiently manage the director’s schedule, including arranging and prioritizing incoming emails, meetings, appointments, and travel to optimize the director's time and ensure alignment with organizational goals.

2. Executive Liaison

• Act as a critical point of contact for the managing director, fostering communication with key stakeholders across departments as required and externally, ensuring timely responses and smooth flow of information.

3. Meeting Preparation and Follow-Up

• Prepare detailed materials, agendas, presentations, and reports for executive meetings, capture and follow up on key points to support successful outcomes.
• Schedule management meetings efficiently and send timely reminders to the management team to fill out the meeting template in advance of the meeting.

4. High-Priority Oversight

• Identify and assist with the coordination and implementation of high-priority activities in support of the director's strategic vision e.g., by conducting research, developing templates, tracking and documenting progress, identifying challenges, and proposing solutions as needed.

5. Records Management

• Oversee sensitive information, maintain records and files, and ensure accurate data for decision-making, with a focus on confidentiality and attention to detail.

6. Driving Efficiency

• Identify areas for process improvement and implement solutions to drive efficiency across the Executive Office and executive functions, supporting smooth day-to-day operations.

7. Travel and Event Coordination

• Organize the director’s travel itineraries and manage all aspects and logistics of domestic and international including accommodation and visa application and assist in the planning and execution of events involving the managing director.
• Assist in planning travel and logistics for the management team as requested as well as managing travel arrangements and itineraries for other Senior Executives.

8. Learning & Development

• Continuously strive to develop your knowledge and skills further.
• Engage proactively with colleagues cross-functionally to improve and enhance efficiency.
• Perform any additional duties related to the above-mentioned duties and responsibilities that may be assigned to you.

Key Performance Indicators Include:

• Calendar and Time Management Efficiency
• Effective Prioritization
• Stakeholder Communication Responsiveness
• Meeting Preparation and Follow-Up Accuracy
• Strategic Support
• Operational Efficiency

Please note that the above KPIs are subject to amendment from time to time to reflect evolving business needs and priorities.

Key Skills & Competencies

Business Acumen

• Ability to understand and contribute to the company’s strategic goals and the capability to translate business insights into actionable recommendations for the managing director.

Advanced Organizational Skills

• Exceptional ability to manage and prioritize multiple tasks, projects, and schedules with precision.
• Expertise in maintaining an organized, efficient office environment, ensuring that all details are handled with accuracy.

Exceptional Communication Skills

• Proficiency in crafting clear, concise, and persuasive communications, both written and verbal.
• Skilled in managing the flow of information between the managing director and internal/external stakeholders, ensuring alignment and clarity.

Proactive Problem-Solving

• Strong critical thinking and problem-solving skills, with the ability to anticipate potential issues and address them proactively.
• Resourceful in finding solutions and navigating complex situations to support the managing director effectively.

Confidentiality and Discretion

• Demonstrated ability to handle sensitive information with the highest level of confidentiality and professionalism.
• Ability to manage confidential business matters and maintain the integrity of the Executive Office.

Working Hours Per Week

• 40 Hours