Executive Coordinator

Job Title: Executive Coordinator 

Reporting to: Executive Director 

General Summary: 

The Executive Assistant to the Executive Director (ED) is responsible for providing comprehensive support to the ED, and the Board of Directors, and managing the ED’s office operations. 

Major roles and responsibilities 

• Manage and provide sophisticated calendar management for the ED and prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements. 
• Ensure all regular meetings are proactively booked including monthly/quarterly reviews, budget meetings, and performance discussions with SMT. 
• Act as a liaison and provide support to the IDI Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas;  develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary (ED). Adhere to compliance with applicable rules and regulations set in IDI MEMARTS and Board Charter regarding Board matters.  
• Manage all communication responses for the ED including emails, letters, and any other formats as may deem fit. Responsible for retrieval, retention, storage, coding, and updating of ED’s office records and archives. Sets up and maintains varied office  files records, reports, and correspondences required for reference and efficient  operation of the office; maintains logs and records of office activities;  
• Management of meetings, preparation, and timely distribution of minutes, ensuring correctness in format, spelling, and grammar. follow-up with relevant personnel on the status of key actions agreed upon in the previous meeting and appraise the ED of the same. 
• Complete a broad variety of administrative tasks that facilitate the ED’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists. 
• Serve as the primary point of contact for internal and external stakeholders on all matters about the ED, including those of a highly confidential or critical nature. 
• Prioritize and determine the appropriate course of action, referral, or response,  exercising judgment to reflect the ED’s style and organization policy.  
• Work closely with the ED to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate ED’s needs in advance of meetings, conferences, etc. 
• Maintain open communications with the MUK team (Vice Chancellor’s office),  including meeting regularly with their administration team and providing information and documents as needed.  
• Coordinate all SMT Team meetings and retreats and assist with staff meetings and events as needed.  
• Provide "gatekeeper" and "gateway" roles, providing a bridge for smooth communication between the ED and staff, demonstrating leadership to maintain credibility, trust, and support with the SMT Team. Complete projects by assigning work to appropriate staff, including the SMT Team, on behalf of the ED.  
• Work with the SMT Team to coordinate the ED’s outreach activities. Follow up on contacts made by the ED to cultivate ongoing relationships.  
• Manage all aspects of the ED’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.  
• Invest in building long-lasting relationships both externally and internally while  maintaining a high level of confidentiality in all communications and interactions 
• Oversee all travel arrangements for ED, and ensures that all logistics and briefing materials that may be required are timely prepared without the need for reminders.  
• Other projects/duties as assigned for the overall benefit of the organization. 

Qualifications, Experience, and Competencies 

• A degree in any business-related discipline with at least 3 years of strong executive support experience in a reputable organization. 
• A postgraduate qualification or professional qualification will be an added advantage. 
• Expert proficiency with MS Office, desktop publishing software, and ability to design and edit graphic presentations and materials. 
• Demonstrated experience working in an executive office with senior management 
• Demonstrated multi-tasking, time management, and interpersonal skills 
• Excellent Communication skills (both written and oral) 
• Exceptional organizational skills with impeccable attention to detail. 
• An understanding of project management is an added advantage 
• Ability to execute work with a diversity, equity, and inclusion lens

How to apply:

All applications will be received and Reviewed through Brightermonday Portal by Clicking on the 'Apply Here' section