Executive Office Manager at The People Practice

Job role

• Our client, a private executive office, is looking to hire an Executive Office Manager to provide comprehensive support to a senior executive across personal and business affairs.
• The role will oversee the planning, coordination, and execution of strategic initiatives beyond the executive's day-to-day responsibilities.
• It exists to create the structure, momentum, and operational excellence required to advance the broader leadership agenda across governance, thought leadership, industry contribution, lifelong learning, entrepreneurship, philanthropy, and personal legacy.
• This position requires exceptional judgement, intellectual curiosity, discretion and the ability to coordinate multiple long-term initiatives simultaneously.
• The candidate is expected to anticipate needs, connect ideas, drive execution and ensure that important initiatives never lose momentum.

Responsibilities
Executive Office & Strategic Planning:

• Serve as the operational lead for the Executive Office by coordinating strategic priorities across multiple areas.
• Maintaining an Executive Office dashboard of all strategic initiatives.
• Translating ideas into structured work plans with milestones and deliverables.
• Tracking progress across long-term projects.
• Preparing quarterly planning sessions and annual personal strategy reviews.
• Coordinating follow-up actions and ensuring accountability.
• Maintaining an integrated calendar aligned to strategic priorities rather than simply appointments.

Governance & Board Affairs:

• Coordinate responsibilities relating to board and governance appointments.
• Maintaining board calendars and annual work plans.
• Coordinating preparation for board meetings.
• Managing board papers and reference materials.
• Tracking governance actions and commitments.
• Maintaining records of board appointments and professional obligation
• Coordinating continuing governance education and certifications.

Thought Leadership & Intellectual Capital:

• Support the development and management of professional voice and intellectual contributions.
• Maintaining a repository of speeches, presentations and articles.
• Coordinating research for keynote presentations and panel discussions.
• Managing speaking engagements and conference participation.
• Tracking emerging themes relevant to financial markets, leadership and governance.
• Coordinating publication opportunities and professional content.
• Organising ideas into structured frameworks and reusable intellectual property.

Leadership Development & Learning:

• Coordinate long-term leadership development journey.
• Maintaining an annual learning roadmap.
• Coordinating executive education opportunities.
• Managing reading lists, research papers and learning notes.
• Tracking professional certifications and development goals.
• Coordinating coaching engagements and leadership programmes.
• Building and maintaining a searchable personal knowledge library.

Strategic Relationships & Network Stewardship:

• Support the intentional development of professional network.
• Maintaining a relationship management system.
• Tracking key interactions with senior stakeholders.
• Coordinating follow-up communications.
• Managing invitations, industry events and networking opportunities.
• Preparing briefing notes ahead of important meetings.
• Supporting meaningful relationship-building initiatives.

Special Projects & New Ventures:

• Coordinate strategic initiatives outside the formal employment like entrepreneurship ventures, Advisory engagements, Community and education initiatives, Research projects, Personal investment opportunities, Innovation concepts, Family office initiatives and Legacy and impact projects.
• Developing project plans.
• Conducting preliminary research.
• Coordinating external advisers.
• Tracking milestones.
• Preparing briefing documents.
• Ensuring execution remains on schedule.

Executive Communications:

• Provide high-quality executive support across strategic communications.
• Drafting executive correspondence.
• Preparing briefing notes.
• Coordinating presentations.
• Maintaining communication templates.
• Managing confidential documents.
• Preparing meeting summaries and action trackers.

Qualifications

• Bachelor’s degree required.
• Postgraduate qualification or project management certification is advantageous.
• Minimum of 3-5 years' experience supporting senior executives, entrepreneurs or principals with diverse portfolios.
• Experience in executive support, strategy, consulting, programme management, executive office or chief-of-staff environments will be an advantage.
• Demonstrated ability to coordinate multiple complex initiatives simultaneously.

Must have skills:

• Exceptional judgement and integrity. 
• Absolute discretion with confidential information. 
• Outstanding written and verbal communication skills. 
• Intellectual curiosity and a genuine love of learning. 
• Strong systems thinking and organisational capability. 
• Ability to simplify complexity into structured execution. 
• High emotional intelligence and professional maturity. 
• Calmness under pressure. 
• Initiative, ownership and follow-through. 
• A bias for action without sacrificing quality.