EXECUTIVE OFFICE COORDINATOR

Your tasks

The Executive Office Coordinator provides senior-level administrative and operational support to a busy CEO who oversees a portfolio of business entities. You will run the CEO's office day to day: controlling the diary and inbox, ensuring priorities are delivered, and tracking projects and outputs so that nothing is overlooked.

• Own and continually refine the CEO's schedule across several business areas, sequencing priorities correctly and acting immediately on time-sensitive matters.
• Oversee the CEO's inbox by triaging messages, drafting and sending replies, and escalating items where needed.
• Serve as the principal point of contact between the CEO and internal teams, external partners, contractors, legal counsel, investors and other stakeholders, keeping communication clear and timely.
• Coordinate projects across the CEO’s business entities from planning through to delivery, setting milestones and timelines, assigning follow-up actions, and tracking progress against agreed deadlines and budgets.
• Prepare agendas, briefing notes, reports and presentations, record minutes in meetings, and follow up on agreed actions and decisions.
• Offer professional and personal support to the CEO, treating all sensitive information with complete discretion.
• Monitor tasks, deadlines and operational deliverables across multiple entities at once, following up proactively to keep work on track.
• Keep accurate, current records of project progress, open actions and key decisions, and brief the CEO with concise updates.
• Flag early any item at risk of delay or non-delivery so that competing priorities can be managed.
• Liaise with contractors, vendors and on-site leads to collect real-time progress updates and pass them to the CEO's office.
• Support procurement by sourcing quotes, comparing suppliers, tracking orders and confirming delivery timelines.
• Apply AI tools to research, drafting, summarizing, scheduling, documentation and reporting, verifying outputs for accuracy and safeguarding confidential information.
• Build and maintain task trackers, dashboards and shared workspaces that give the CEO a clear view of priorities and progress.
• Spot repetitive tasks that could be simplified or automated, and recommend better tools and working methods.

ADDITIONAL RESPONSIBILITIES

• Provide responsive executive support outside standard working hours when the CEO's office requires it.
• Keep orderly digital and physical filing systems for correspondence, contracts, project documents and operational records.
• Assist with any other administrative, logistical or operational duties as they arise.

Requirements

The role suits someone who has supported senior leaders in a fast-paced, technology-driven setting and knows how to run an executive office within it. You will be at ease with AI tools and digital platforms and will use them to make the CEO's office faster, sharper and better organized. You will be organized, discreet and proactive, and able to handle competing demands with composure and precision.

REQUIREMENTS AND COMPETENCIES

• Bachelor's degree in Business Administration, Management or a related field.
• 4 to 6 years in an Executive Assistant, Personal Assistant or senior administrative support role, ideally supporting a very senior Executive.
• Background in the technology, finance, construction or public relations industries.
• Working knowledge of AI tools in executive support work.
• Demonstrable experience coordinating projects, including vendor or contractor liaison, procurement follow-up and timeline tracking.
• Proficiency in Microsoft Office.
• Strong organizational and multi-tasking skills, with the ability to manage competing priorities across multiple entities without compromising delivery.
• A high level of accountability, and the ability to follow through independently without reminders.
• Excellent written and verbal communication, with the ability to engage professionally with diverse stakeholders.
• Absolute discretion with sensitive and confidential information.