CEO Office Coordinator – Female

Role summary Regal Group is seeking a professional, organized, trustworthy, and highly motivated Female CEO Office Coordinator to provide administrative and coordination support to the Chief Executive Officer. The CEO Office Coordinator will serve as a key coordination point between the CEO, employees, departments, management team, clients, partners, and other stakeholders . She will be responsible for organizing the CEO's meetings and schedule, coordinating internal communications, receiving employees' requests and suggestions, following up on CEO instructions, and ensuring that important matters are properly communicated and followed up. The position requires a high level of professionalism, confidentiality, communication skills, organization, and attention to detail . Duties and responsibilities CEO Office & Executive Support Provide day-to-day administrative and coordination support to the CEO. Manage and organize the CEO's schedule, appointments, meetings, and official engagements. Maintain the CEO's calendar and ensure timely reminders regarding meetings, deadlines, and important activities. Prepare meeting schedules, agendas, supporting documents, presentations, and other materials required by the CEO. Handle incoming correspondence, documents, requests, and communications addressed to the CEO. Draft and prepare professional letters, emails, memos, meeting invitations, and other official communications as requested. Maintain organized and confidential records of CEO Office documents and correspondence. Employee Coordination & Communication Serve as a professional communication and coordination link between the CEO and Regal Group employees and departments. Receive employees' work-related requests, concerns, recommendations, and suggestions and communicate relevant matters to the CEO. Coordinate appointments for employees and department managers who need to meet with the CEO. Communicate CEO decisions, instructions, and assignments to the relevant employees and departments. Follow up with responsible employees and departments on actions assigned by the CEO. Maintain a follow-up list of CEO instructions, pending matters, deadlines, and required responses. Collect updates from departments and provide summarized information to the CEO when required. Help facilitate effective communication and coordination among different departments. Meeting Management & Coordination Organize and coordinate internal and external meetings of the CEO. Coordinate meeting dates and times with employees, management, clients, partners, government authorities, and other stakeholders. Prepare and circulate meeting invitations and agendas. Ensure that meeting rooms, documents, presentations, online meeting links, and other necessary arrangements are prepared in advance. Attend meetings when required and prepare professional Minutes of Meeting (MoM) . Record decisions, action items, responsible persons, and deadlines. Distribute approved meeting minutes and follow up on agreed action items. Maintain proper records of meetings and related documents. Administrative & Secretarial Responsibilities Perform professional executive secretarial and administrative duties for the CEO. Screen and prioritize telephone calls, emails, meeting requests, visitors, and correspondence. Arrange appointments and coordinate official visitors to the CEO's office. Maintain proper electronic and physical filing systems. Assist in preparing reports, presentations, spreadsheets, and management documents. Coordinate travel arrangements, official programs, and appointments when required. Protect confidential company, employee, financial, contractual, and management information. Perform other administrative and coordination duties assigned by the CEO. Job requirements Bachelor's degree in Business Administration, Management, Public Administration, Economics, English, or another relevant field . Master's degree or MBA will be considered an advantage. Minimum 3–5 years of relevant professional experience in executive coordination, office administration, executive assistance, secretarial services, HR/administrative coordination, or a similar position. Previous experience working directly with a CEO, Managing Director, President, or senior management team is highly desirable. Required Skills and Competencies Excellent organizational and coordination skills. Strong professional communication and interpersonal skills. Excellent meeting organization and follow-up abilities. Ability to communicate professionally with employees at different organizational levels. Strong ability to listen to employee requests and suggestions and communicate them accurately and professionally to the CEO. Ability to manage multiple assignments, priorities, and deadlines. Strong Microsoft Office skills, particularly Word, Excel, PowerPoint, Outlook, and Microsoft Teams. Ability to prepare professional emails, letters, reports, meeting agendas, and Minutes of Meeting. Strong written and verbal communication skills. Good judgment and ability to handle sensitive matters professionally. High level of confidentiality, integrity, and professionalism . Ability to work independently with limited supervision. Strong attention to detail and follow-up skills. Fluency in Dari and/or Pashto , with good working proficiency in English .