Business Coordinator

Core Responsibilities

1?? Executive Meeting Governance

• Ensure all internal and external meetings involving the Director are fully prepared in advance
• Align stakeholders on agenda, required data, and context before meetings
• Attend key meetings and document:
• Decisions
• Action items
• Ownership
• Timelines
• Track high-level action items on behalf of the Director
• Proactively escalate delays, risks, or gaps
• Objective: No meeting without preparation. No action item without ownership. No follow-up missed.

• Maintain structured visibility on key business priorities, pipeline, and leadership-level initiatives
• Ensure follow-ups across teams are driven where required on behalf of the Director
• Provide the Director with clear, concise status summaries
• Improve execution speed by ensuring accountability and clarity

• Track referral leads from entry to closure
• Ensure timely follow-ups and response discipline
• Provide structured visibility on referral pipeline and outcomes

• Review periodic reports submitted by the Directors direct reports
• Ensure reporting quality, clarity, and completeness before it reaches the Director
• Highlight key risks, inconsistencies, or performance gaps
• Prepare structured summary briefs to enable faster and sharper review discussions
• Support the Director in maintaining strong oversight and guidance across direct reports

• Train new direct reports on:
• Reporting formats
• Review cadence
• Meeting preparation standards
• Business tracking rhythm
• Document governance systems for repeatability
• Ensure smooth integration into the Directors operating rhythm

• What Success Looks Like (612 Months)
• Director does not need to chase updates or follow-ups
• Meetings are structured, outcome-driven, and documented
• Direct report submissions are sharp, structured, and leadership-ready
• No critical action item falls through the cracks
• Referral pipeline visibility improves
• New direct reports integrate smoothly into governance rhythm
• Directors time is spent on decisions, not coordination

• Strong business communication (verbal & written)
• Excellent documentation and summarization skills
• High follow-up discipline and accountability mindset
• Strong analytical and reporting review capability
• Comfortable interacting with senior stakeholders
• Strong digital tool fluency (CRM, dashboards, Notion, AI tools, reporting tools)
• Structured thinker with strong process orientation
• Basic understanding of branding, creative workflows, and digital marketing
• Personality Fit
• Structured and disciplined
• Calm under pressure
• Assertive yet respectful
• High ownership and reliability
• Detail-oriented with big-picture awareness
• Comfortable operating in a fast-paced creative business

• 58 years of relevant experience
• Background in PMO, Business Operations, Consulting Support, or EA to CXO preferred
• Experience in structured review environments strongly preferred