Executive Coordination Associate

Summary

This role is dedicated to delivering essential administrative and coordination support to the SLCCIA President, Executive Secretary, and the Secretariat. The position focuses on managing critical priorities, overseeing meeting documentation, facilitating the Council-pack workflow, tracking actionable items, planning ahead, and ensuring the smooth flow of routine information to support effective governance and operations.

Responsibilities

• Assist in the creation of briefing notes, meeting folders, background resources, and authorized correspondence for the President and Executive Secretary.

• Draft succinct meeting minutes, identify action items, and maintain follow-up trackers for executive, Council, and external gatherings.

• Manage a central action tracker within the Secretariat to record agreed tasks, assignees, deadlines, current status, and issues needing escalation.

• Coordinate the compilation and quality assurance of Council and management documentation by gathering inputs, verifying completeness, and monitoring distribution timelines.

• Facilitate calendar management, including scheduling, agenda preparation, and maintaining a forward-looking institutional calendar that highlights key governance, partnership, member, event, and reporting dates.

• Collect and structure data for management reports, Council updates, and external communications, while monitoring the progress of institutional handover tasks.

• Organize executive records, including logs of key decisions and correspondence, and manage confidential files in compliance with access protocols.

• Monitor routine deadlines across the Secretariat and promptly escalate overdue, sensitive, or high-priority matters to the Executive Secretary.

Requirements

• Proven ability to provide structured administrative support to senior leadership and executive bodies.

• Strong organizational skills with experience in managing complex workflows, documentation, and tracking systems.

• Proficiency in preparing high-quality briefing materials, meeting summaries, and official correspondence.

• Capability to coordinate large-scale documentation packages and ensure strict adherence to quality and timing standards.

• Excellent calendar management and scheduling capabilities for diverse stakeholder groups.

• Experience in compiling management reports and handling sensitive institutional information with discretion.

• Strong record-keeping skills with a focus on maintaining confidentiality and organized file systems.

• Effective communication skills to follow up on deadlines and escalate issues appropriately.