Executive Office Manager

Provides comprehensive executive and administrative support to the Vice President, ensuring efficient office operations. Responsible for managing schedules, communications, and correspondence; tracking decisions and action items; coordinating with internal and external stakeholders; and upholding the highest standards of confidentiality and governance.

Key Responsibilities

1. Executive Office Management

Manage the Vice President's calendar, prioritizing meetings by urgency and sensitivity.

Serve as first point of contact for calls, correspondence, and official mail; act as trusted liaison with internal departments and external parties.

Ensure full meeting readiness: rooms, materials, and pre-briefed attendees.

Receive and host visitors and senior guests professionally.

Draft and review official correspondence and executive reports.

Ensure no strategic or sensitive matter is overlooked or delayed.

2. Decision Follow-up & Action Tracking

Maintain an up-to-date log of decisions, owners, and due dates.

Track execution of the Vice President's decisions and follow up with departments ahead of deadlines.

Consolidate periodic reports into decision-level summaries.

3. Office Operations & Logistics

Ensure smooth day-to-day office operations, including supplies and equipment.

Maintain organized physical and digital records per the retention policy.

Coordinate meetings, official visits, corporate events, and travel arrangements.

4. Confidentiality, Information Security & Governance

Handle sensitive information and confidential documents with the highest discretion.

Protect executive information from unauthorized access per the information security policy.

Comply with company policies, governance requirements, and delegation-of-authority rules.

Qualifications:

Bachelor's degree or diploma in Business Administration, Office Management, or a related field.

4–6 years' experience supporting a Vice President or senior executive.

Energy/utilities sector experience preferred.