Executive Coordinator

JOB SUMMARY:

The Executive Coordinator provides comprehensive administrative and coordination support to the Executive Committee (EXECOM) /Board of Directors of Data Lake Inc. Serving as the central liaison between executive leadership and internal departments, the role ensures efficient communication, documentation management, and coordination of key organizational initiatives.

Acting as the secretariat for the Board /EXECOM, the Executive Coordinator manages

executive calendars, organizes meetings, prepares reports and presentations, records

minutes of meetings, and maintains confidential executive records. The role also supports the proper communication and coordination of executive directives, announcements, and updates across relevant teams and departments.

In addition, the Executive Coordinator oversees executive logistics and travel arrangements, including transportation scheduling, hotel and restaurant bookings, and other operational requirements for executive engagements and official visits. This may also involve coordinating with assigned drivers and supporting executive mobility and scheduling needs.

The role may also provide occasional personal assistance support to members of the Board when required. As a trusted support function for senior leadership, the position demands a high level of professionalism, discretion, organizational capability, and the ability to manage multiple priorities in a fast -paced environment, including willingness to travel with the Board of Directors when necessary.

KEY RESPONSIBILITIES

Executive Secretariat and Administrative Support

• Serve as the official secretariat for the Board of Directors /Executive Committee (EXECOM), ensuring proper documentation and coordination of executive matters.

• Schedule, coordinate, and manage executive calendars, board meetings, leadership briefings, and executive sessions.

• Prepare meeting materials including agendas, briefing documents, reports, and executive presentations.

• Record and maintain accurate Minutes of Meeting (MoM) for Board /EXECOM discussions.

• Monitor and follow up on action items, resolutions, and directives issued by the Board/EXECOM.

• Ensure all executive records and documents are properly organized, archived, and securely maintained in accordance with company documentation policies.

Executive Communication and Coordination

• Act as the primary coordination point between the Board of Directors/EXECOM and department heads.
• Facilitate internal communications including executive announcements, directives, reminders, and organizational updates.
• Assist in the preparation of official memoranda, executive correspondence, and internal communications.
• Coordinate cross-departmental meetings and engagements to ensure alignment with executive priorities and initiatives.
• Support the effective flow of communication between executive leadership and operational teams.

Documentation and Records Management

• Maintain a centralized repository of executive documents, policies, and confidential records.
• Manage documentation related to board resolutions, executive directives, governance materials, and strategic initiatives.
• Ensure proper documentation control, version management, and archival of executive records.
• Safeguard confidential and sensitive information handled within the Executive Office.

Executive Logistics and Travel Coordination

• Manage and coordinate travel arrangements for the Board of Directors/EXECOM, including:

  • Flight bookings
  • Hotel reservations
  • Transportation arrangements
  • Restaurant reservations
  • Meeting venues and event locations

• Prepare and organize travel itineraries, schedules, and logistical requirements for executive engagements and official visits.

• Coordinate logistics for executive meetings, conferences, site visits, and official company events.

• Ensure all travel and accommodation requirements are properly arranged and communicated in advance.

Executive Mobility and Driver Coordination

• Coordinate with assigned drivers supporting the Board of Directors and executive leadership.
• Manage and monitor transportation schedules aligned with executive meetings and engagements.
• Ensure efficient coordination of vehicle dispatch, pick -up schedules, and executive mobility requirements.

Research and Executive Support

• Conduct research and gather relevant information to support executive decision - making.
• Prepare briefing notes, summaries, and background materials for executive meetings and presentations.
• Assist in the preparation of executive reports, presentations, and strategic documents when required.

Meeting and Event Coordination

• Organize board meetings, executive briefings, leadership town halls, and strategic
• sessions.
• Coordinate meeting logistics including venue arrangements, materials preparation,
• attendance tracking, and documentation distribution.
• Ensure the timely dissemination of meeting agendas, presentations, and minutes to
• relevant stakeholders.

Monitoring and Executive Follow -through

• Track the progress of executive directives, strategic initiatives, and assigned action items.
• Coordinate with departments to ensure timely completion of tasks assigned by the Board /EXECOM.
• Provide regular updates to executive leadership on project status, commitments, and organizational priorities. Personal Assistance Support (When Required)
• Provide occasional personal assistance support to members of the Board of Directors when necessary.
• Assist in coordinating personal appointments or schedule adjustments that may affect executive commitments.
• Handle special requests or urgent assignments delegated by the Board /EXECOM.

JOB QUALIFICATIONS

• Bachelor’s degree in Business Administration, Management, Communications, Public Administration, or a related field.
• Minimum of 3 –5 years of experience in executive support, corporate secretariat, or executive administration roles.
• Experience supporting senior executives, executive committees, or board -level leadership is highly preferred.

Organizational and Administrative Skills

• Strong ability to manage multiple executive schedules, priorities, and responsibilities simultaneously.
• Excellent documentation management and administrative coordination skills.
• Strong capability in organizing meetings, managing executive records, and
• coordinating executive -level activities.

Communication and Professional Writing

• Excellent written and verbal communication skills.
• Ability to prepare professional reports, meeting minutes, executive memoranda, presentations, and briefing materials.

Confidentiality and Professional Integrity

• High level of discretion in handling confidential executive and corporate information.
• Strong sense of professional ethics and corporate governance awareness.

Coordination and Stakeholder Management

• Ability to coordinate effectively with executive leadership, department heads, and cross -functional teams.
• Strong interpersonal and stakeholder management skills for executive -level communication and engagement.

Analytical and Research Skills

• Ability to conduct research, gather relevant information, and prepare executive briefing materials.
• Strong analytical thinking and information summarization skills to support executive decision -making.

Technical Skills

• Proficiency in Microsoft Office or Google Workspace (Word, Excel, PowerPoint, Docs, and Sheets).
• Familiarity with calendar and meeting management platforms such as Outlook or Google Calendar.
• Experience with document management systems and executive reporting tools is an advantage.

PERSONAL ATTRIBUTES

• Highly organized and detail -oriented.
• Professional, discreet, and dependable.
• Proactive and solution -oriented.
• Strong time management and prioritization skills.
• Ability to work under pressure and handle executive -level responsibilities in a fast - paced environment.

COMPENSATION & BENEFITS

• Competitive salary
• Health insurance and other standard company benefits
• Opportunities for professional growth
• Dynamic and collaborative working environment
• Opportunity to travel locally and internationally