Executive Coordinator - Office of the President

The Executive Coordinator – Office of the President will provide integrated executive, operational and strategic coordination support to ensure the effective functioning of the President’s Office. The role manages the President’s agenda and executive workflow through a strategic lens, ensuring that time, decisions, and engagements are aligned to organizational priorities and deliver the greatest institutional value.

The ideal candidate will act as a trusted, high-level partner who enables the President to focus time, attention, and decision-making on AGRA’s most critical strategic, institutional, and stakeholder priorities. The role combines exceptional executive support with strategic coordination, operational discipline and executive-office leadership. It ensures that the President’s engagements, communications, decisions, and commitments are purposeful, well prepared, appropriately prioritized, and translated into timely follow-through across the organization.

Key Duties and Responsibilities:

• Lead the integrated management of the President’s Office, ensuring seamless coordination of the President’s schedule, meetings, correspondence, travel, documentation, approvals, protocols and stakeholder engagements.

• Architect, manage and protect the President’s calendar and executive cadence, ensuring time is prioritized for the highest-value strategic, organizational, governance and stakeholder matters.

• Coordinate the planning and logistical execution of Presidential priorities, leadership forums, Board engagements, missions, official visits and key deliverables, ensuring timely preparation and completion.

• Exercise sound judgement in triaging meeting requests, invitations, correspondence, decision items and other demands on the President’s time; identify matters requiring Presidential attention and appropriately redirect, delegate or resolve others.

• Act as the central coordination point for matters requiring the President’s attention, ensuring that information, documentation, approvals, communications and decision items are complete, appropriately prioritized, tracked and escalated.

• Establish and maintain effective executive-office systems, processes, templates and workflow practices to improve responsiveness, coordination, decision readiness, visibility and operational effectiveness

• Maintain a clear forward view of the President’s commitments, decisions, engagements and deliverables, ensuring adequate preparation, alignment of stakeholders and timely follow-through.

• Provide the President with timely, high-quality briefings, background information, stakeholder intelligence, analyses and decision-support materials to facilitate informed and effective decision-making.

• Ensure the President is thoroughly prepared for significant engagements through clear meeting objectives, agendas, biographies, speaking points, relevant research, anticipated issues and recommended follow-up actions.

• Review, analyze and synthesize reports, proposals, correspondence and other materials submitted to the President, distilling key issues, implications, risks, decisions required and recommended next steps.

• Keeps the President informed of significant organizational developments, cross-functional dependencies, emerging risks, stakeholder concerns and opportunities requiring attention, intervention or escalation.

• Anticipate administrative, operational and stakeholder requirements that may affect the President’s effectiveness; recommends practical actions to optimize priorities, manage competing demands and address potential bottlenecks.

• Support the development of high-quality executive presentations, reports, speeches, talking points, briefing materials and correspondence for internal and external engagements.

• Act as a trusted and professional liaison between the President’s Office and Senior Management, the Board of Directors, donors, project grantees, government representatives, development partners and other strategic stakeholders.

• Build and maintain productive working relationships with internal and external stakeholders, facilitating clear communication, effective coordination and timely responsiveness on behalf of the President’s Office.

• Coordinate Board-related interactions, including the timely preparation, quality assurance and circulation of relevant materials, briefs, schedules, decisions and follow-up actions, in collaboration with relevant governance and executive-office colleagues.

• Facilitate effective information flow between the President and Senior Management, ensuring clarity of strategic priorities, decisions, expectations, accountabilities and next steps.

• Manage sensitive and high-stakes communication with diplomacy, responsiveness and sound judgement, ensuring that matters are handled at the appropriate level and in a manner consistent with the President’s priorities and AGRA’s institutional reputation.

• Represent the President’s Office professionally in meetings and engagements as delegated, gathering relevant intelligence, documenting outcomes and coordinating follow-up actions.

• Supports the President in translating strategic priorities into structured action by tracking agreed commitments, milestones, responsibilities, dependencies and deadlines

• Monitor and drive follow-through on actions, decisions, directives and commitments arising from Presidential Board, leadership and stakeholder meetings; confirms accountabilities, follows up with responsible parties and escalates delays or risks as appropriate.

• Ensure that decisions, directives and key outcomes from Presidential and executive engagements are accurately documented, communicated and monitored through to completion.

• Coordinate selected strategic, operational and cross-functional projects sponsored by the President, from planning and execution through reporting and closure

• Maintain high standards of professionalism, responsiveness, discretion, confidentiality and sound judgement in all activities undertaken on behalf of the President’s Office.

• Ensure executive-office records, correspondence, documentation, decisions and commitments are accurate, secure, accessible and maintained in accordance with established policies, protocols and confidentiality requirements.

• Ensure that executive output, including reports, briefings, presentations, speeches and correspondence meet required standards of quality, accuracy, consistency, protocol and timeliness.

• Support compliance with governance, administrative, financial and operational requirements relevant to the Office of the President.

• Promote continuous improvement in executive-office processes, systems and service delivery to enhance efficiency, effectiveness and the overall quality of support provided to the President and key stakeholders.

Qualifications and Experience Required:

• Bachelor’s degree in business administration, Management, International Relations, Communications, Public Administration, Organizational Development or a related discipline.

• relevant postgraduate qualification or professional certification in project management, executive administration, management or governance would be an advantage.

• At least 10 years of progressively responsible experience supporting a C-suite executive, President, CEO, Board Chair, senior public official or comparable high-level leader.

• Demonstrated experience in a complex, international, development, public-sector, corporate or fast-paced organizational environment.

• Proven experience coordinating executive-level meetings, Board or governance engagements, senior stakeholder interactions and sensitive communications.

• Demonstrated ability to manage cross-functional initiatives, executive action tracking and complex priorities with minimal supervision.

• Strong writing, editing, research, presentation-development and information-synthesis skills.

• High proficiency in Microsoft Office and digital collaboration tools; experience managing executive workflow, document-management or project-track systems would be an advantage.

• Experience working across Africa and with development partners, governments, donors or regional/international stakeholders would be an advantage.

• Demonstrated ability to anticipate the President’s requirements, plans and protects time for the highest-value priorities.

• Ability to build credibility and work effectively with senior leaders, Board members, donors, government representatives and other high-level stakeholders.