Job Description

Reporting to Assistant Director of Corporate Development, this role is responsible for supporting organizational alignment, managing and optimizing day-to-day business cadences, and supporting high-stakes stakeholder engagements. This role goes beyond traditional administration; it requires a proactive coordinator who can navigate cross-functional complexities, anticipate logistical roadblocks, and ensure seamless execution across internal and external business functions.

Key Responsibilities

1. Cross-Functional Operations Coordination

Serve as the central point of contact and operational bridge between executive leadership and cross-functional teams.

Monitor day-to-day workflow dependencies across departments to ensure milestones are met and operational bottlenecks are removed.

Streamline internal administrative processes and implement tools to improve cross-team transparency and productivity.

Facilitate corporate document signing and records management.

2. Business Cadence & Schedule Management

Own the master calendar for critical business cadences, including Senior Leadership meetings, business reviews and other key cadences as assigned.

Manage end-to-end logistics for these cadences: coordinate meeting schedules, logistical set-ups, agendas, track preparation timelines, follow through of key actionable and post-meeting deliverables.

Balance competing priorities dynamically, ensuring executive and organizational time is optimized for high-leverage activities.

3. Stakeholder Engagement & Logistical Oversight

Architect and execute end-to-end logistics for high-profile internal and external stakeholder engagements, including board meetings, retreats, offsites and other key stakeholder engagements as assigned.

Coordinate complex travel itineraries, venue sourcing, catering, and technical setups for key events.

Act as a professional liaison for external VIPs, partners, and vendors, ensuring an exceptional, seamless interaction with the organization.

Invoice handling and processing.

4. Any other duties assigned

Key Requirements

• Experience: 5+ years of experience in executive administration, project coordination, or business operations — ideally within a fast-paced, matrixed, or corporate environment.

• Systems Fluency: Deep proficiency with modern enterprise scheduling and collaboration suites (e.g., Google Workspace, Microsoft 365, Slack, Zoom, Teams) and project management platforms (e.g., Asana, Jira, Monday.com).

• Stakeholder Management: Proven track record of managing relationships and communications with C-suite executives, external board members, investors, and vendors.

• Problem-Solving: Exceptional logistical foresight; a proven ability to anticipate friction points and build backup plans under tight deadlines.

• Communication: Masterful written and verbal communication skills, with the discretion required to handle highly confidential information.

• Knowledge and experience of group corporate secretarial support is an advantage.