Operations Coordinator

Job PurposeThe 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 Responsibilities1. CEO Task & Priority CoordinationMaintain a clear and regularly updated list of tasks, decisions, approvals, and requests pending with the CEOFollow up with the CEO on outstanding matters requiring review, approval, or decisionPrioritize requests based on urgency, importance, and business impactTrack deadlines, commitments, and agreed actionsEnsure business activities do not remain pending due to outstanding CEO feedback or approvalsProvide concise updates to the CEO on critical or overdue matters2. Coordination with Department HeadsAct as a key coordination point between the CEO and department headsFollow up with departments on actions, information, documents, approvals, and decisions requested by the CEOObtain regular updates on pending matters and consolidate information for management reviewEnsure CEO instructions are clearly communicated and followed through to completionIdentify delays, bottlenecks, and operational issues and escalate them appropriatelySupport effective communication and coordination across departments3. Executive & Operational SupportManage and coordinate the CEO's calendar, meetings, appointments, and key prioritiesPrepare the CEO for meetings by gathering relevant documents, reports, information, and updatesAttend selected meetings, take notes, and track agreed action pointsPrepare or coordinate correspondence, presentations, reports, and business documents as requiredScreen routine requests and determine which matters require direct CEO involvementSupport the CEO in maintaining an organized and efficient workflow4. Follow-up & Action TrackingDevelop and maintain a comprehensive CEO and management action tracker covering: pending approvals, required decisions, departmental follow-ups, important deadlines, meetings and commitments, external follow-upsRegularly review outstanding actions and priorities with the CEOFollow up with responsible employees and departments until actions are completedMaintain accurate records of decisions, instructions, responsibilities, and deadlinesHighlight overdue or high-priority actions requiring management attention5. Business & Administrative CoordinationCoordinate operational and administrative matters on behalf of the CEO as requiredCoordinate meetings, travel arrangements, reservations, correspondence, and other time-sensitive commitmentsLiaise with internal and external stakeholders to ensure arrangements are handled efficientlySupport selected business-related and confidential matters entrusted by the CEOAssist with coordination between the CEO's office and external partners, service providers, and other stakeholders6. Confidentiality & DiscretionMaintain strict confidentiality regarding company information, management discussions, employee matters, business decisions, and sensitive CEO mattersHandle confidential documents and information professionally and securelyShare sensitive information only with authorized individualsExercise sound judgment, discretion, and professionalism when dealing with confidential or urgent mattersRequired QualificationsBachelor's degree in Business Administration, Management, Operations, Communications, Human Resources, or a related fieldPrevious experience in Operations Coordination, Executive Assistance, Office Management, Executive Office Coordination, Personal Assistance, or a similar roleExperience working directly with CEOs, senior management, or business owners is highly preferredStrong organizational, coordination, and follow-up skillsExcellent written and verbal communication skillsAbility to communicate professionally and confidently with department heads and senior managementStrong time-management and prioritization skillsAbility to work independently, take initiative, and manage multiple prioritiesStrong Microsoft Office and digital task-management skillsHigh level of confidentiality, reliability, and discretionAbility to handle sensitive business matters professionallyAbility to work effectively in a fast-paced and dynamic environment