Office Coordinator: To CEO

Position: Office Coordinator: To the CEO (6 Months Fixed Term Contract)
The candidate will be responsible for delivering comprehensive , high level executive support to the CEO , ensuring seamless operation of the CEO’s office .This includes providing exceptional personal and professional assistance , coordinating strategic and operational activities .The incumbent will play a pivotal role in enhancing the efficiencies and effectiveness of the CEO office by managing administration functions , facilitating stakeholder engagements and ensuring alignment with the FPB strategic and organisational priorities .

Qualifications & Experience

• Bachelor’s degree in business administration or relevant equivalent qualification
• 3 years relevant experience in Governance , Compliance and Executive support duties

Key Competencies & Attributes

• Discretion & Confidentiality:
  Absolute trustworthiness with sensitive information.
• Organisational
  
  Skills:
  
  Exceptional ability to multitask, prioritize, and manage complex schedules.
• Communication:
  Excellent written and verbal skills to represent the CEO effectively.
• Proactivity:
  Taking initiative and anticipating needs.
• Technical Proficiency:
  Advanced skills in MS Office Suite and other relevant software.

Responsibilities

• Acting as the first point of contact, handling calls, filtering correspondence, and drafting high-level communications.
• Compile a broad variety of administrative tasks for the CEO including managing an extremely active calendar for appointments.
• Collaborate with other teams to facilitate smooth communication and workflow in the CEO’s office.
• Handling confidential documents on behalf of the CEO.
• Organizing complex itineraries, accommodation, and transportation.
• Arrange EXCO and Joint MANCO meetings.
• Provide the Agenda, Matters arising, and previous Minutes ahead of the scheduled meetings.
• Coordinates and consolidate monthly and quarterly reporting.
• Maintain and monitor a dynamic action list , ensuring timely follow up on tasks delegated by the CEO
• Ensure that all direct reports of the CEO have signed performance agreements in place .
• Plan, coordinate, and ensure the CEO’s schedule is followed and respected.
• Communicate directly and on behalf of the CEO with Council members on matters related to the CEO’s initiatives and activities.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO.
• Provide a bridge for smooth communication between the CEO’s Office and internal employees, demonstrate trust and support with Executive Management.
• Assist Council with the information needed.
• Screen and prioritize incoming communications, including emails, phone; calls, and correspondence, ensuring prompt and accurate responses.
• Maintain discretion and confidentiality in relationships with Council and Executive Management.
• Ensure that the CEO’s bio is kept updated and respond to requests for materials regarding the Council and the Organization in general.
• Assist the CEO with adhoc tasks