Executive – CEO’s Office

About the Role

The Executive – CEO’s Office will work closely with the CEO to support strategic planning, executive coordination, organisational communication, reporting, and execution of key priorities. The role requires excellent communication skills, professionalism, confidentiality, attention to detail, and the ability to coordinate effectively across departments and stakeholders.

This position plays a critical role in ensuring smooth communication between the CEO’s office and internal/external stakeholders while driving timely follow-up and execution of organizational initiatives.

Key Responsibilities

Strategic & Executive Support

• Assist the CEO in managing organizational priorities and strategic initiatives.
• Prepare reports, presentations, dashboards, briefing notes, and executive summaries.
• Track progress of organizational goals and coordinate follow-up with departments.
• Support planning and implementation of organizational projects and leadership initiatives.

Communication & Stakeholder Management

• Draft and review official communication, emails, letters, announcements, and presentations on behalf of the CEO.
• Support internal communication to ensure alignment across departments and teams.
• Coordinate communication with donors, partners, government stakeholders, consultants, and external agencies.
• Assist in developing leadership messages, organizational updates, and strategic communication materials.
• Ensure professional representation of the CEO’s office in all communication and coordination activities.
• Support branding and communication alignment in organizational events and initiatives.

Meeting & Calendar Management

• Manage the CEO’s calendar, meetings, appointments, and scheduling priorities.
• Prepare agendas, presentations, minutes of meetings (MoM), and action trackers.
• Coordinate travel plans, logistics, and meeting arrangements when required.
• Ensure timely follow-up on decisions and commitments made during meetings.

Data, Reporting & Documentation

• Maintain confidential records, reports, correspondence, and organizational documents.
• Develop and maintain trackers, dashboards, and monitoring systems.
• Support donor reporting, board presentations, and management reporting requirements.
• Ensure proper documentation and filing systems are maintained efficiently.

Cross-Functional Coordination

• Coordinate with internal teams.
• Support organizational culture and employee engagement initiatives.
• Assist in policy implementation and process improvement initiatives.
• Facilitate smooth inter-departmental coordination for leadership priorities.

Required Skills & Competencies

• Excellent verbal and written communication skills
• Strong drafting and professional email writing ability
• Stakeholder management and coordination skills
• Strong presentation and documentation skills
• High level of professionalism and confidentiality
• Time management and multitasking ability
• Problem-solving and analytical thinking
• Proficiency in MS Office, Google Workspace, and presentation tools
• Ability to work independently in a fast-paced environment

Educational Qualification

• Bachelor’s degree in Management, Communications, Business Administration, Social Work, Humanities, or related field
• Master’s degree preferred

Experience Required

• 0–2 years of relevant experience in CEO office management, executive coordination, communications, administration, or strategy support
• Experience in the social sector / NGO environment will be an added advantage

Preferred Attributes

• Strong interpersonal and relationship management skills
• Ability to maintain discretion and confidentiality
• Highly organized and detail-oriented
• Strong follow-up and execution capabilities
• Passion for social impact and organizational development

What We Offer

• Opportunity to work closely with organizational leadership
• Exposure to strategic decision-making and executive management
• Professional growth and learning opportunities
• Collaborative and mission-driven work environment

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