Role Overview

We are looking for an Office Manager who will anchor the CEO's office and ensure the smooth functioning of the corporate team. This role sits at the intersection of executive support, coordination, and operational discipline.

You will work closely with the CEO and leadership team, managing schedules, communication flows, documentation, and office systems—ensuring that priorities move forward without friction.

This is not a clerical role. It requires judgment, ownership, and the ability to operate in a fast-moving, founder-led environment.

Key Responsibilities

1. Executive Support to CEO

Manage the CEO's calendar with precision—prioritising meetings, preparing schedules, and ensuring optimal time allocation
Coordinate internal and external meetings, including agenda setting, logistics, and follow-ups
Prepare briefing notes, presentations, and key documents ahead of meetings
Track action items and ensure timely closure across stakeholders
Act as a first point of contact for communication coming into the CEO's office

2. Secretarial & Administrative Support (Corporate Team)

Provide structured secretarial support to leadership and team members as required
Draft, format, and manage official communication (emails, letters, reports)
Maintain records, documents, and filing systems (digital and physical)
Support travel planning, bookings, and expense coordination
Assist in preparing reports, decks, and internal documentation

3. Office Operations & Coordination

Ensure smooth day-to-day functioning of the corporate office
Coordinate with vendors, facilities, and service providers
Maintain office supplies, assets, and administrative systems
Support onboarding logistics for new team members
Ensure a professional, well-organised office environment aligned with KLF's standards

4. Coordination & Follow-through

Drive coordination across teams to ensure timelines are met
Track key organisational priorities and follow up proactively
Support internal meetings (town halls, reviews, leadership meetings) with documentation and logistics
Bring structure to workflows and improve operational efficiency

Skills & Capabilities

Strong organisational and time management skills
Excellent written and verbal communication
High attention to detail and ability to manage multiple priorities
Discretion and professionalism in handling confidential information
Proficiency in MS Office / Google Workspace (Docs, Sheets, Slides)
Ability to create structured documents, trackers, and presentations

Assistant to Office Manager

Office Manager