Executive Coordinator - Office of the President

Key Duties and Responsibilities:

• Lead the integrated management of the President’s Office, ensuring seamless coordination of the President’s schedule, meetings, correspondence, travel, documentation, approvals, protocols and stakeholder engagements.
• Architect, manage and protect the President’s calendar and executive cadence, ensuring time is prioritized for the highest-value strategic, organizational, governance and stakeholder matters.
• Coordinate the planning and logistical execution of Presidential priorities, leadership forums, Board engagements, missions, official visits and key deliverables, ensuring timely preparation and completion.
• Exercise sound judgement in triaging meeting requests, invitations, correspondence, decision items and other demands on the President’s time; identify matters requiring Presidential attention and appropriately redirect, delegate or resolve others.
• Act as the central coordination point for matters requiring the President’s attention, ensuring that information, documentation, approvals, communications and decision items are complete, appropriately prioritized, tracked and escalated.
• Establish and maintain effective executive-office systems, processes, templates and workflow practices to improve responsiveness, coordination, decision readiness, visibility and operational effectiveness
• Maintain a clear forward view of the President’s commitments, decisions, engagements and deliverables, ensuring adequate preparation, alignment of stakeholders and timely follow-through.
• Provide the President with timely, high-quality briefings, background information, stakeholder intelligence, analyses and decision-support materials to facilitate informed and effective decision-making.
• Ensure the President is thoroughly prepared for significant engagements through clear meeting objectives, agendas, biographies, speaking points, relevant research, anticipated issues and recommended follow-up actions.
• Review, analyze and synthesize reports, proposals, correspondence and other materials submitted to the President, distilling key issues, implications, risks, decisions required and recommended next steps.
• Keeps the President informed of significant organizational developments, cross-functional dependencies, emerging risks, stakeholder concerns and opportunities requiring attention, intervention or escalation.
• Anticipate administrative, operational and stakeholder requirements that may affect the President’s effectiveness; recommends practical actions to optimize priorities, manage competing demands and address potential bottlenecks.
• Support the development of high-quality executive presentations, reports, speeches, talking points, briefing materials and correspondence for internal and external engagements.
• Act as a trusted and professional liaison between the President’s Office and Senior Management, the Board of Directors, donors, project grantees, government representatives, development partners and other strategic stakeholders.
• Build and maintain productive working relationships with internal and external stakeholders, facilitating clear communication, effective coordination and timely responsiveness on behalf of the President’s Office.
• Coordinate Board-related interactions, including the timely preparation, quality assurance and circulation of relevant materials, briefs, schedules, decisions and follow-up actions, in collaboration with relevant governance and executive-office colleagues.
• Facilitate effective information flow between the President and Senior Management, ensuring clarity of strategic priorities, decisions, expectations, accountabilities and next steps.
• Manage sensitive and high-stakes communication with diplomacy, responsiveness and sound judgement, ensuring that matters are handled at the appropriate level and in a manner consistent with the President’s priorities and AGRA’s institutional reputation.
• Represent the President’s Office professionally in meetings and engagements as delegated, gathering relevant intelligence, documenting outcomes and coordinating follow-up actions.
• Supports the President in translating strategic priorities into structured action by tracking agreed commitments, milestones, responsibilities, dependencies and deadlines
• Monitor and drive follow-through on actions, decisions, directives and commitments arising from Presidential Board, leadership and stakeholder meetings; confirms accountabilities, follows up with responsible parties and escalates delays or risks as appropriate.
• Ensure that decisions, directives and key outcomes from Presidential and executive engagements are accurately documented, communicated and monitored through to completion.
• Coordinate selected strategic, operational and cross-functional projects sponsored by the President, from planning and execution through reporting and closure
• Maintain high standards of professionalism, responsiveness, discretion, confidentiality and sound judgement in all activities undertaken on behalf of the President’s Office.
• Ensure executive-office records, correspondence, documentation, decisions and commitments are accurate, secure, accessible and maintained in accordance with established policies, protocols and confidentiality requirements.
• Ensure that executive output, including reports, briefings, presentations, speeches and correspondence meet required standards of quality, accuracy, consistency, protocol and timeliness.
• Support compliance with governance, administrative, financial and operational requirements relevant to the Office of the President.
• Promote continuous improvement in executive-office processes, systems and service delivery to enhance efficiency, effectiveness and the overall quality of support provided to the President and key stakeholders.

Qualifications and Experience Required:

• Bachelor’s degree in business administration, Management, International Relations, Communications, Public Administration, Organizational Development or a related discipline.
• relevant postgraduate qualification or professional certification in project management, executive administration, management or governance would be an advantage.
• At least 10 years of progressively responsible experience supporting a C-suite executive, President, CEO, Board Chair, senior public official or comparable high-level leader.
• Demonstrated experience in a complex, international, development, public-sector, corporate or fast-paced organizational environment.
• Proven experience coordinating executive-level meetings, Board or governance engagements, senior stakeholder interactions and sensitive communications.
• Demonstrated ability to manage cross-functional initiatives, executive action tracking and complex priorities with minimal supervision.
• Strong writing, editing, research, presentation-development and information-synthesis skills.
• High proficiency in Microsoft Office and digital collaboration tools; experience managing executive workflow, document-management or project-track systems would be an advantage.
• Experience working across Africa and with development partners, governments, donors or regional/international stakeholders would be an advantage.
• Demonstrated ability to anticipate the President’s requirements, plans and protects time for the highest-value priorities.
• Ability to build credibility and work effectively with senior leaders, Board members, donors, government representatives and other high-level stakeholders.