Executive Coordinator

Job Responsibilities:

Administrative & Executive Support:

Manage the Executive Director’s calendar, schedule meetings, and coordinate appointments.

Organize, store, and maintain important business documents and reports.

Handle correspondence, emails, and phone calls with professionalism.

Prepare high-quality reports, presentations, and data summaries.


Operations & Business Coordination:

Assist in tracking project timelines, deliverables, and action items.

Ensure strong documentation and reporting across all subsidiaries.

Support the Executive Director in implementing and monitoring company-wide systems and ERPs.

Coordinate with department managers to ensure smooth workflow and communication.

Develop and maintain a structured document control system for business operations.


HR & Team Management Support:

Assist in employee scheduling, recruitment coordination, and HR documentation.

Maintain structured employee performance tracking and reporting.

Help foster a positive workplace culture and support team development.


Technology & Reporting:

Utilize digital and physical tools for reporting, data management, and organization.

Ensure timely and structured reporting on company operations, financials, and HR matters.

Assist in our roll out of ERP and other platforms to improve efficiency.

Continuously improve document control and digital record-keeping.

Personal Assistance & Executive Coordination:

Act as the Executive Director’s point of contact with staff, ensuring follow-ups on assigned tasks and deadlines.

Schedule internal and external meetings, prepare agendas, and document minutes with clear action points.

Gather necessary documents for approvals, ensure completeness, and track the approval process.

Develop structured workflows for approvals, reporting, and task management to improve efficiency.

Organize and maintain business-critical documents, reports, and correspondence.

Identify urgent tasks, manage Exeutive Director’s priorities, and ensure nothing falls through the cracks.

Facilitate smooth communication between departments and ensure messages, requests, and instructions are relayed effectively

Bachelor’s degree in Business Administration, Management. Horticulture or Architecture or Project Management degrees will also be considered.

1-3 years of experience in a similar role, preferably in a corporate setting.

Strong technical skills – proficient in Microsoft Office, Google Workspace, and ERP systems.

Excellent reporting and document management skills – ability to create structured reports and maintain organized records.

Highly organized, detail-oriented, and proactive in problem-solving.

Strong communication skills (written and verbal).

Ability to multitask, prioritize tasks, and work under pressure.l

Professional, trustworthy, and able to handle confidential information with discretion.