Executive Office Manager

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.