Purpose & Scope of the Role

The Office Manager acts as a strategic partner to the CEO and senior leadership team. The role supports business alignment, improves cross-functional coordination, and enhances organisational efficiency.

This position ensures that executive decisions are effectively translated into structured execution while managing the overall operations of the Executive Office with a high level of professionalism, discretion, and efficiency.

Key Responsibilities

1. Strategic Alignment & Business Support

• Translate leadership priorities into actionable plans and ensure alignment across teams.
• Prepare executive briefs, reports, and analysis to support decision-making.
• Identify and remove operational bottlenecks affecting leadership workflow.

2. Executive Support & Decision Enablement

• Provide high-level administrative and executive assistance to the CEO and senior leadership.
• Triage documents, correspondence, and signature requests.
• Ensure important tasks and approvals move forward without delays.

3. Calendar & Time Management

• Manage diaries and schedules for the CEO and senior leadership team.
• Align meeting requests with business priorities to ensure efficient use of executive time.

4. Leadership & Committee Support

• Organise and support senior leadership and committee meetings.
• Responsibilities include scheduling, agenda preparation, presentation support, minute-taking, and action tracking.
• Ensure effective communication of meeting outcomes and follow-ups.

5. Cross-Functional Coordination

• Coordinate and monitor executive office initiatives across departments.
• Ensure timely execution of leadership instructions and monitor accountability.

6. Communication & Stakeholder Management

• Act as a key liaison between the CEO and senior management, internal stakeholders, and business partners.
• Support internal communication initiatives to strengthen organisational culture and information flow.

7. Performance & Reporting

• Create and maintain dashboards and performance reports.
• Track KPIs and provide insights to support data-driven decisions.

8. Business Travel Coordination

• Manage international and domestic travel arrangements as per company travel policies.

9. Office Operations & Administration

• Establish, maintain, and enhance filing systems (digital and physical).
• Coordinate executive document signing with a maximum turnaround time of three working days.
• Maintain administrative records including leave and time-off records for senior management.
• Oversee ISR and audit management for Executive Office documentation and records.

10. Process Improvement

• Continuously identify gaps and implement improvements in executive office processes, coordination, and efficiency.

11. Leadership & People Management

• Manage and develop the Executive Office team.
• Support learning and development initiatives for team members.
• Drive performance management and encourage a high-performance culture.

Required Competencies

• Strong leadership and multitasking abilities
• Excellent organisational and time management skills
• High level of discretion and confidentiality
• Excellent communication and interpersonal skills
• Strong stakeholder management capabilities
• Analytical mindset with problem-solving ability
• High attention to detail and accuracy

Personal Attributes

• Proactive, self-motivated, and highly organised
• Professional, composed and reliable under pressure
• Strong decision-making ability
• Excellent collaborator and team motivator