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
