Office Coordinator

Job Purpose

Key Accountabilities

• :1.
• Communication and Meetings Suppor
• tLiaise with the Account Lead, senior leadership, and other functions within the Confidential Project to manage communications and requirements on behalf of the leadership team
• .Arrange meetings called by the Account Lead, draft the agenda, prepare and distribute minutes, and follow up on action items as needed
• .Arrange working groups and make all relevant logistics arrangements, including booking venues, establishing seating, ensuring equipment is in place, and other related settings
• .Organize and distribute circulars and correspondence received by the Account Lead to relevant team members and partners, and follow up on any required response
• .Prepare responses to routine correspondence and enquiries in line with leadership instructions, maintaining a professional and accurate standard of communication
• .Draft, proofread, and manage internal and external communications on behalf of the leadership team as needed
• .2.
• Administrative Suppor
• tOrganize the Account Lead's schedule of meetings and visits, ensuring the diary is kept current and conflicts are resolved proactively
• .Organize travel and accommodation arrangements for the Account Lead and visiting delegations, through coordination with relevant departments and travel providers
• .Prepare and update office documents including letters, memos, emails, reports, spreadsheets, and presentations in line with leadership requirements
• .Serve as the first point of contact to receive, screen, and direct incoming calls, enquiries, and office visitors to the Account Lead and senior team
• .Establish and maintain both electronic and physical filing systems so that all documents are properly organized, version-controlled, and easily retrieved
• .Keep track of office expenses and the department roster, ensuring operations are within company policy and procedures
• .Maintain a corporate credit card tracker and manage the organization of its use in line with financial governance requirements
• .Manage petty cash disbursements and reconciliation, ensuring accurate records and compliance with financial policies
• .Manage relationships with couriers, and office vendors and suppliers, ensuring timely service delivery and cost-effectiveness
• .3.Events and Visit Managemen
• tPlan and coordinate internal events, team offsites, and high-profile visits from external partners, government stakeholders, and VIP delegations
• .Manage end-to-end logistics for delegation visits, including briefing documents, protocol arrangements, venue, hospitality, and accommodation
• .Manage event budgets, processing invoices and expenses in line with financial governance requirements
• .Liaise with protocol and security teams where required for VIP engagements
• .Offer on-hand assistance at events to ensure smooth execution
• .Maintain an events calendar and ensure adequate lead time for preparation across all scheduled engagements
• .Source, manage, and maintain an inventory of corporate gifts for delegation visits, VIP engagements, and official occasion
• s4.
• Operations Support and Coordinatio
• nServe as a central coordinator across the Confidential Project team, improving knowledge management and team awareness
• .Liaise with all internal departments and external project partners to ensure the team is fully informed (of needs, requirements, and relevant policy and procedures) as appropriate
• .Support onboarding of new team members by coordinating system access, equipment, and orientation materials
• .Maintain and improve office systems, shared drives, and administrative resources to support efficient team operations
• .Contribute to the identification of opportunities for continuous improvement of administrative systems, processes, and practices
• .Supervise and provide guidance to junior support staff such as pantry, reception, and coordination with office driver, ensuring professional standards and day-to-day reliability
• .

Experien

• ceExperience in executive administration, office administration, or a chief of staff support functio
• n.Proven experience supporting C-suite or equivalent senior leadership in a fast-paced, high-stakes environmen
• t.Experience managing complex logistics, VIP visits, and multi-stakeholder event
• s.Experience working in a multi-cultural environmen
• t.Experience in elite institutions of higher education, government, or professional services desirab
• le