Executive Office Manager

About the position

Industry: Travel & Tour Job Summary The Executive Office Manager (EOM) ensures the efficient, structured, and disciplined operation of the Executive Office. Reporting directly to the CEO, the role supports executive decision-making through strong governance execution, coordination, documentation, and follow-up. The EOM leads the Executive Office team, strengthens cross-functional alignment, and ensures timely execution of CEO directives while upholding high professional, compliance, and confidentiality standards. Key Accountabilities 1. Leadership & Team Management Lead, supervise, and develop the Executive Office team (Administrative Assistants and Administrative Officers). Plan workload distribution, staffing schedules, and resource readiness. Set performance expectations and ensure consistent execution standards. Coach and mentor team members to maintain professionalism, accuracy, and discipline. Ensure all Executive Office outputs meet quality, completeness, and timeline standards before CEO submission. 2. Operations & Administrative Management Manage end-to-end Executive Office workflows, including documentation, filing systems, templates, approvals, and internal requests. Ensure all official correspondence (letters, memos, notices, announcements) meets corporate and professional standards. Oversee Executive Office procurement, supplies, stationery, and operational expenses. Manage corporate gifts, festive distributions, ceremonial arrangements, and special executive programs. Ensure all materials prepared for the CEO (reports, presentations, correspondence) are accurate, complete, and ready for review. Support onboarding and administrative setup for staff working directly with the CEO or within the Executive Office. 3. Governance & Meeting Management Manage and maintain the CEOs governance and executive calendar. Coordinate all executive and governance meetings, including scheduling, agenda preparation, document consolidation, and pre-reads. Ensure full logistical readiness (venue, equipment, materials, attendance). Record clear, structured, and action-oriented meeting minutes. Maintain action trackers and follow up with departments to ensure timely closure. Ensure governance records and archives are accurate, organized, and audit-ready. 4. CEO Alignment & Cross-Functional Coordination Serve as the primary coordination interface between the CEO and Heads of Departments / Sections. Communicate CEO directives clearly and ensure alignment of priorities across functions. Track departmental deliverables and escalate risks, delays, or misalignment. Facilitate cross-departmental coordination on high-priority initiatives. Ensure the CEO receives accurate, timely, and relevant information for decision-making. Support organization-wide initiatives and continuous improvement efforts. 5. Communication & Information Management Draft and issue internal communications, instructions, announcements, and updates on behalf of the Executive Office. Coordinate the collection of reports, updates, and submissions from departments. Review and validate documents for accuracy, clarity, and alignment prior to CEO review. Maintain strict confidentiality of sensitive executive and organizational information. Prepare executive summaries, briefing notes, weekly packs, and consolidated updates. 6. Reporting, Analytics & Performance Tracking Oversee preparation of weekly and monthly governance and operational reports for the CEO. Track Executive Office performance indicators, including: Meeting readiness Document accuracy Submission timeliness Action-item closure rates Consolidate departmental inputs into structured reports and dashboards. Identify workflow gaps or coordination inefficiencies and propose improvement actions. Maintain an updated register of CEO priorities, decisions, and follow-ups. 7. Compliance & Standards Management Ensure all Executive Office operations comply with company policies, procedures, and governance standards. Maintain accurate, organized, and audit-compliant documentation and approval records. Identify operational risks and implement preventive or corrective actions. Uphold high professional standards in all internal and external Executive Office interactions. Job Requirements Bachelors Degree in Business Administration, Office Management, or a related field. Minimum 3–5 years of experience in executive office management, senior administrative support, or similar roles supporting C-level executives. Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook . Strong capability in managing digital calendars, electronic filing systems, collaboration tools, and scheduling platforms. Language & Communication Excellent written and spoken English; additional languages are an advantage. Strong interpersonal and stakeholder management skills. Ability to draft professional correspondence, reports, and executive-level presentations. Organizational & Administrative Skills Strong time management and multitasking abilities. High attention to detail and accuracy. Proven discretion in handling confidential information. Ability to manage complex schedules, logistics, and executive coordination with minimal supervision.

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