Executive Office Coordinator

About the role

The Executive Office Coordinator provides senior-level administrative and operational support to a busy CEO overseeing a portfolio of business entities. The role runs the CEO's office day to day: managing the diary and inbox, ensuring priorities are delivered and tracking projects and outputs. It suits someone who has supported senior leaders in a fast-paced, technology-driven setting and is comfortable using AI tools and digital platforms to make the office more efficient.

Key responsibilities

• Own and refine the CEO's schedule across several business areas, prioritising correctly and acting on urgent matters
• Oversee the CEO's inbox: triage messages, draft and send replies, escalate where needed
• Act as main point of contact between the CEO and internal teams, partners, contractors, legal counsel, investors and other stakeholders
• Coordinate projects across business entities from planning to delivery, set milestones and timelines, assign follow-ups and track progress against deadlines and budgets
• Prepare agendas, briefing notes, reports and presentations, take meeting minutes and follow up on actions and decisions
• Provide professional and personal support to the CEO with complete discretion, and flag items at risk of delay
• Liaise with contractors, vendors and on-site leads for real-time progress updates
• Support procurement by sourcing quotes, comparing suppliers, tracking orders and confirming delivery timelines
• Use AI tools for research, drafting, summarising, scheduling, documentation and reporting, and verify outputs for accuracy
• Build and maintain task trackers, dashboards and shared workspaces; simplify repetitive tasks and recommend better tools
• Provide executive support outside normal hours, keep orderly digital and physical files, and assist with other administrative duties

Required profile

• 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 technology, finance, construction or public relations
• Demonstrable experience coordinating projects, including vendor liaison, procurement follow-up and timeline tracking
• Strong organisation, multi-tasking and accountability, with excellent written and verbal communication and absolute discretion

Required skills

• Working knowledge of AI tools in executive support
• Proficiency in Microsoft Office