Executive Coordination Associate

About the role

This role delivers administrative and coordination support to the SLCCIA President, Executive Secretary and the Secretariat. It covers managing priorities, meeting documentation, the Council-pack workflow, tracking action items and keeping routine information flowing so that governance and operations run smoothly.

Key responsibilities

• Help create briefing notes, meeting folders, background resources and authorised correspondence for the President and Executive Secretary.
• Draft concise meeting minutes, identify action items and keep follow-up trackers for executive, Council and external meetings.
• Run a central action tracker in the Secretariat recording tasks, assignees, deadlines, status and escalations.
• Coordinate the compilation and quality check of Council and management documents, and monitor distribution timelines.
• Manage calendars, prepare agendas and keep a forward-looking institutional calendar of governance, partnership, member, event and reporting dates.
• Gather and structure data for management reports, Council updates and external communications, and track institutional handover tasks.
• Organise executive records such as decision logs and correspondence, and manage confidential files under access protocols.
• Monitor routine deadlines and escalate overdue, sensitive or high-priority matters to the Executive Secretary.

Required profile

• Proven ability to give structured administrative support to senior leadership and executive bodies.
• Strong organisational skills with experience managing complex workflows, documentation and tracking systems.
• Experience compiling management reports and handling sensitive institutional information discreetly.
• Effective communication skills to follow up on deadlines and escalate issues appropriately.