Office Coordinator

Role overview

This position provides high-level administrative and personal support to the Account Lead and senior leaders for the Confidential Project. It is responsible for keeping the project office running smoothly, coordinating communication across teams, supporting meetings and visits, maintaining office systems, and handling sensitive information with strong judgment and discretion in a complex institutional setting.

Communication and meeting support

• Act as a liaison between the Account Lead, senior leadership, and other project functions to coordinate communication and requests on behalf of leadership.
• Set up meetings requested by the Account Lead, prepare agendas, circulate minutes, and follow through on action items.
• Coordinate working groups and handle all logistics such as venue booking, seating plans, equipment setup, and related arrangements.
• Sort and share circulars and incoming correspondence with the appropriate team members and partners, then track any required replies.
• Prepare replies to routine correspondence and enquiries based on leadership guidance, ensuring a polished and accurate tone.
• Draft, edit, and oversee internal and external communications as needed for the leadership team.

Administrative support

• Manage the Account Lead’s calendar of meetings and visits, keeping schedules up to date and resolving clashes before they affect operations.
• Arrange travel and lodging for the Account Lead and visiting delegations in coordination with relevant teams and service providers.
• Create and maintain office documentation such as letters, memos, emails, reports, spreadsheets, and presentations.
• Serve as the first contact for calls, enquiries, and office visitors, directing them to the Account Lead or senior team as appropriate.
• Maintain well-organized electronic and paper filing systems with correct version control and easy retrieval of documents.
• Monitor office spending and department rosters while making sure activities remain aligned with company policies and procedures.
• Track corporate credit card usage and support its administration in line with financial governance requirements.
• Handle petty cash payments and reconciliations while keeping accurate records and following financial controls.
• Coordinate with couriers, office vendors, and suppliers to ensure timely delivery and good value for services.

Events and visit management

• Plan and coordinate internal events, team offsites, and high-profile visits involving external partners, government stakeholders, and VIP delegations.
• Oversee end-to-end visit logistics, including briefing packs, protocol arrangements, venues, hospitality, and accommodation.
• Manage event budgets and process invoices and expenses according to financial governance standards.
• Work with protocol and security teams when VIP engagements require additional support.
• Provide direct, on-site support during events to ensure everything runs smoothly.
• Keep an events calendar current and allow sufficient preparation time for upcoming engagements.
• Source, manage, and maintain corporate gift inventory for delegation visits, VIP occasions, and formal events.

Operations support and coordination

• Serve as a central coordination point across the Confidential Project team to strengthen knowledge sharing and team awareness.
• Work with internal departments and external partners to ensure the team stays informed about needs, requirements, policies, and procedures.
• Support onboarding for new team members by arranging system access, equipment, and orientation materials.
• Maintain and improve office systems, shared drives, and administrative tools that support efficient day-to-day operations.
• Identify opportunities to enhance administrative processes, systems, and working practices.
• Supervise and guide junior support staff, including pantry, reception, and office driver coordination, to maintain professional service and reliability.

Experience

• Background in executive administration, office administration, or a chief-of-staff support role.
• Experience supporting C-suite or equivalent senior leaders in a fast-moving, high-pressure environment.
• Exposure to managing complex logistics, VIP visits, and events with multiple stakeholders.
• Experience working in multicultural environments.
• Experience in elite higher education institutions, government, or professional services is an advantage.

Additional information

This role requires strong organizational ability, sound decision-making, and a high level of discretion when dealing with confidential information. The setting is high-profile and institutional, and the role depends on reliable coordination across internal and external teams.