• The Executive Office Manager (EOM) is responsible for the disciplined, structured, and efficient functioning of the Executive Office. The role ensures strong governance execution, executive coordination, high-quality documentation, and effective follow-through on CEO directives across the organization.
• Reporting directly to the CEO, the EOM acts as the operational backbone of the Executive Office, ensuring executive decisions are translated into clear actions, properly documented, tracked, and executed in a timely manner. The position plays a critical leadership role in strengthening internal coordination, governance discipline, and organizational effectiveness.
• The EOM leads the Executive Office support team and ensures the CEO is fully supported in daily operations, governance routines, and long-term strategic priorities.

Leadership & Team Management

• Lead, supervise, and develop the Executive Office team [Administrative Assistant(s) and Administrative Officer(s)].
• Plan workload distribution, staffing schedules, and resource readiness.
• Set performance expectations and ensure consistent execution standards.
• Coach and mentor team members to uphold professionalism, accuracy, and discipline.
• Ensure all Executive Office outputs meet quality, completeness, and timeline standards before CEO submission.

Operations & Administrative Management

• Manage end-to-end Executive Office workflows, including documentation, filing systems, templates, approvals, and internal requests.
• Ensure all official correspondence (letters, memos, notices, announcements) meets professional and corporate standards.
• Oversee Executive Office procurement, supplies, stationery, and operational expenses.
• Manage corporate gifts, festive distributions, ceremonial arrangements, and special executive programs.
• Ensure all materials prepared for the CEO (reports, presentations, data, correspondence) are accurate, complete, and ready for review.
• Support onboarding and administrative setup for staff working directly with the CEO or within the Executive Office.

Governance & Meeting Management

• Manage and maintain the CEO’s governance and executive calendar.
• Coordinate all executive and governance meetings, including scheduling, agenda preparation, document consolidation, and pre-reads.
• Ensure full logistical readiness (venue, equipment, materials, attendance).
• Record clear, structured, and action-oriented meeting minutes.
• Maintain action trackers and follow up with departments to ensure timely closure.
• Ensure governance records and archives are accurate, organized, and audit ready.
• CEO Alignment & Cross-Functional Coordination
• Serve as the primary coordination interface between the CEO and Heads of Departments / Heads of Sections.
• Communicate CEO directives clearly and ensure alignment of priorities across functions.
• Track progress of departmental deliverables and escalate risks, delays, or misalignment.
• Facilitate coordination on cross-departmental and high-priority initiatives.
• Ensure the CEO receives accurate, timely, and relevant information for decision-making.
• Support the execution of organization-wide initiatives and continuous improvement efforts.

Communication & Information Management

• Draft and issue internal communications, instructions, announcements, and updates on behalf of the Executive Office.
• Coordinate the collection of reports, updates, and submissions from departments.
• Review and validate documents for accuracy, clarity, and alignment before CEO review.
• Maintain strict confidentiality of sensitive executive and organizational information.
• Prepare executive summaries, briefing notes, weekly packs, and consolidated updates as required.

Reporting, Analytics & Performance Tracking

• Oversee the preparation of weekly and monthly governance and operational reports for the CEO.
• Track Executive Office performance indicators, including Meeting readiness, Document accuracy, Submission timeliness, and Action item closure rates
• Consolidate departmental inputs into structured reports and dashboards.
• Identify workflow gaps or coordination inefficiencies and propose improvement actions.
• Maintain an updated register of CEO priorities, decisions, and follow-ups.

Compliance & Standards Management

• Ensure all EO operations comply with company policies, procedures, and governance standards.
• Maintain accurate, well-organized, and audit-compliant documentation and approval records.
• Identify operational risks within the EO and implement preventive or corrective solutions.
• Uphold high professional standards in all internal and external Executive Office interactions.

Education

• Bachelor’s degree in business administration, Office Management, or a related field

Experience

• Minimum 3–5 years of experience in executive office management, senior administrative support, or equivalent roles supporting C-level executives.

MS Office and Software

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong capability in managing digital calendars, online filing systems, collaboration tools, and travel or scheduling platforms.

Other Skills

Language & Communication

• Excellent written and spoken English; additional languages are an advantage.
• Strong interpersonal communication and stakeholder management skills.
• Ability to draft professional correspondence, reports, and executive-level presentations.

Organizational & Administrative Excellence

• Strong time management and multitasking capability.
• High attention to detail and accuracy.
• Proven discretion in handling confidential and sensitive information.
• Ability to manage complex schedules, logistics, and executive-level coordination with minimal supervision.