Executive Officer

Job Description

Job summary
To provide high-quality, coordinated administrative and executive support to multiple members of the senior
leadership team including General Managers and Chief Officers ensuring efficient management of schedules,
meetings, communication, and documentation.
The role operates as part of a shared service function, enabling effective planning, follow-up, and execution of
executive priorities across departments. The role requires exceptional organizational skills, discretion, and
multitasking ability to support several leaders concurrently while maintaining service excellence and
confidentiality.
Roles and responsibilities
1. Executive and Administrative Support
• Provide comprehensive secretarial and administrative assistance to multiple executives (GMs/Chief
Officers).
• Manage calendars, schedule meetings, and coordinate travel, accommodation, and logistics for
assigned executives.
• Prepare meeting materials, presentations, briefing notes, and correspondence.
• Handle confidential documents with discretion and maintain organized filing systems (physical and
digital).
• Ensure the executives are briefed, prepared, and on schedule for key meetings and events.
2. Coordination and Communication
• Serve as the central coordination point for communication between executives, internal teams, and
external partners.
• Screen, prioritize, and route correspondence, calls, and inquiries for timely response or delegation.
• Facilitate internal communication across departments to support information flow and alignment.
• Draft, edit, and format letters, reports, and internal memos on behalf of assigned executives.
• Support virtual and hybrid meeting logistics, including scheduling, invites, and minutes.
3. Meeting Management and Documentation
• Coordinate and prepare materials for departmental and cross-functional meetings.
• Record and circulate accurate minutes, decisions, and action items; monitor follow-up status.
• Maintain a shared tracking matrix for recurring and strategic meetings across supported departments.
• Liaise with the CEO’s Office and Senior Executive Assistant to align executive schedules and reporting
timelines.
4. Travel, Events, and Logistics
• Arrange domestic and international travel itineraries, transport, and accommodation for multiple
executives.
• Coordinate logistics for conferences, trade fairs, and internal events involving leadership teams.
• Process expense claims, per diems, and reimbursements in compliance with policy.
• Support planning of leadership offsites, workshops, and staff engagement sessions.
5. Information and Record Management
• Maintain up-to-date databases of executive contacts, partners, and stakeholders.
• Support document management, tracking incoming/outgoing memos, reports, and approvals.
• Ensure safe custody and retrieval of confidential and historical records.
• Assist in the preparation and consolidation of monthly departmental reports for executive review.
6. Operational Efficiency and Continuous Improvement
• Streamline administrative processes to enhance efficiency across supported departments.
• Proactively identify and resolve bottlenecks in scheduling, document flow, or communication.
• Support implementation of digital tools for workflow, meeting management, and shared calendars.
• Participate in periodic reviews to improve shared service delivery standards.
7. Professionalism and Representation
• Represent the executives with professionalism, diplomacy, and confidentiality at all times.
• Maintain high personal and professional standards, punctuality, and responsiveness.
• Demonstrate a service-oriented attitude, teamwork, and commitment to organizational goals.