Job Purpose

The Operations Coordinator will provide high-level operational, administrative, and coordination support to the CEO, ensuring effective follow-up of priorities, communication between departments, and timely completion of key business activities. The role acts as a central coordination point between the CEO, department heads, senior management, and selected external stakeholders, ensuring decisions, actions, approvals, and commitments are properly tracked and followed through to completion.

Key Responsibilities

1. CEO Task & Priority Coordination

Maintain a clear and regularly updated list of tasks, decisions, approvals, and requests pending with the CEO
Follow up with the CEO on outstanding matters requiring review, approval, or decision
Prioritize requests based on urgency, importance, and business impact
Track deadlines, commitments, and agreed actions
Ensure business activities do not remain pending due to outstanding CEO feedback or approvals
Provide concise updates to the CEO on critical or overdue matters

2. Coordination with Department Heads

Act as a key coordination point between the CEO and department heads
Follow up with departments on actions, information, documents, approvals, and decisions requested by the CEO
Obtain regular updates on pending matters and consolidate information for management review
Ensure CEO instructions are clearly communicated and followed through to completion
Identify delays, bottlenecks, and operational issues and escalate them appropriately
Support effective communication and coordination across departments

3. Executive & Operational Support

Manage and coordinate the CEO's calendar, meetings, appointments, and key priorities
Prepare the CEO for meetings by gathering relevant documents, reports, information, and updates
Attend selected meetings, take notes, and track agreed action points
Prepare or coordinate correspondence, presentations, reports, and business documents as required
Screen routine requests and determine which matters require direct CEO involvement
Support the CEO in maintaining an organized and efficient workflow

4. Follow-up & Action Tracking

Develop and maintain a comprehensive CEO and management action tracker covering: pending approvals, required decisions, departmental follow-ups, important deadlines, meetings and commitments, external follow-ups
Regularly review outstanding actions and priorities with the CEO

Follow up with responsible employees and departments until actions are completed

Maintain accurate records of decisions, instructions, responsibilities, and deadlines

Highlight overdue or high-priority actions requiring management attention

5. Business & Administrative Coordination

Coordinate operational and administrative matters on behalf of the CEO as required
Coordinate meetings, travel arrangements, reservations, correspondence, and other time-sensitive commitments
Liaise with internal and external stakeholders to ensure arrangements are handled efficiently
Support selected business-related and confidential matters entrusted by the CEO
Assist with coordination between the CEO's office and external partners, service providers, and other stakeholders

6. Confidentiality & Discretion

Maintain strict confidentiality regarding company information, management discussions, employee matters, business decisions, and sensitive CEO matters
Handle confidential documents and information professionally and securely
Share sensitive information only with authorized individuals
Exercise sound judgment, discretion, and professionalism when dealing with confidential or urgent matters

Required Qualifications

Bachelor's degree in Business Administration, Management, Operations, Communications, Human Resources, or a related field
Previous experience in Operations Coordination, Executive Assistance, Office Management, Executive Office Coordination, Personal Assistance, or a similar role
Experience working directly with CEOs, senior management, or business owners is highly preferred
Strong organizational, coordination, and follow-up skills
Excellent written and verbal communication skills
Ability to communicate professionally and confidently with department heads and senior management
Strong time-management and prioritization skills
Ability to work independently, take initiative, and manage multiple priorities
Strong Microsoft Office and digital task-management skills
High level of confidentiality, reliability, and discretion
Ability to handle sensitive business matters professionally
Ability to work effectively in a fast-paced and dynamic environment

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