Executive Operations and Governance Coordinator

POSITION SUMMARY

The Executive Operations and Governance Officer will provide high-quality executive and administrative support to the President & CEO and two Vice Presidents, while also managing and coordinating key governance processes across the organisation's global entities. This role will split time equally between Executive Support (50%) and Governance (50%) responsibilities. The position requires strong organisational, communication, and relationship management skills, with an ability to anticipate needs, manage multiple priorities, and maintain discretion and professionalism when working with senior leaders, Board members, and external stakeholders. The ideal candidate will be proactive, resourceful, and detail-oriented, with experience in managing complex schedules, coordinating governance documentation, and ensuring smooth operations for executive-level functions. PRIMARY RESPONSIBILITIES Executive Support (50%) Support to the President & CEO Provide comprehensive administrative and executive support to the CEO, including complex calendar management, travel coordination, expense management, and document preparation. Support the CEO in preparation of PowerPoint presentations, reports, and other communication materials as needed. Manage workflows and actions using automation. Anticipate needs, manage priorities, and ensure the CEO is well-prepared for meetings and events. Maintain a high degree of confidentiality and discretion at all times. Support to the Vice Presidents (VPs) Provide general administrative and scheduling support to two Vice Presidents (mainly calendar coordination and meeting logistics). Assist in organising internal meetings, tracking follow-ups, and ensuring alignment of schedules with the CEO's office when necessary. Governance (50%) Work with the CEO and Board Secretaries for effective Board meetings, including agenda-setting, preparation of materials and presentations, documenting votes and decisions, finalising transcribed minutes, and managing Board records. Manage Board onboarding (materials, signing policies, and scheduling of sessions) and keep updated Board lists internally and for all legal requirements to maintain charity status. Lead on Board renewals needed prior to Board meetings. Lead on maintaining or assuring compliance with global governance requirements. Work with VP People and Ops on research and implementation of an online platform for board management.

KNOWLEDGE, SKILLS, VALUES AND EDUCATION Commitment to the organisation's mission and values. Highly organised, proactive, and able to manage multiple priorities simultaneously. Demonstrated ability to work effectively with senior leadership and Board members, maintaining professionalism, discretion, and confidentiality. Tech-savvy and comfortable using project management and collaboration tools (Microsoft Office Suite, Asana, Zoom, AI tools for automation etc.). Excellent written and verbal communication skills; ability to draft high-quality correspondence and materials. Strong attention to detail and follow-through. Strong stakeholder management skills and ability to work effectively across geographies and time zones. Flexible, adaptable, and able to work independently while collaborating closely with colleagues. Experience supporting executives or managing Board/governance processes preferred.