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Strategic Business and Operations Manager -Ceo Office
XALCO LTD
Nairobi, KE
Full-time
Posted 21 hours ago
Job Description
Strategic Business & Operations Manager (CEO Office)
Nairobi, Kenya (Full-time
This role runs the CEO Office as an execution engine. You will translate the CEO’s priorities into weekly plans, measurable actions, and disciplined follow-through across all business lines. You are the CEO’s trusted representative for coordination, escalation, governance discipline, and performance cadence.
This is not a “personal assistant” role. It is a high-trust, high-judgment role that requires professional presence, confidentiality, speed, and the backbone to push leaders to deliver.
• CEO priorities move weekly with clear owners, deadlines, and closure.
• Leaders submit clean updates (no fluff), tracked in one CEO dashboard.
• Meetings produce decisions + actions, not talk.
• Risks (HR, finance, compliance, service delivery) are surfaced early with options.
• When the CEO is away, the business runs with structure and discipline.
1) CEO Priority Execution & Follow-Up
• Maintain the CEO Action Tracker (daily/weekly), assign owners, and enforce deadlines.
• Run weekly planning: top priorities, critical risks, key deliverables per business line.
• Drive closure: ensure tasks are completed, evidence is provided, and outcomes are documented.
2) Business Performance Cadence (Scorecards + Reporting)
• Collect, validate, and consolidate weekly reports into a CEO Performance Pack.
• Enforce reporting quality: measurable outputs, KPIs, blockers, escalations.
• Track branch/business-line KPIs and highlight deviations early.
3) Cross-Functional Coordination
• Coordinate leadership team execution across Ops, HR, Finance, Sales/Marketing, Training, Facilities, and Homecare.
• Remove blockers through structured escalation and follow-through.
• Ensure alignment across cities/branches and standardize communication.
4) Meetings, Governance & Decision Discipline
• Prepare agendas, pre-reads, and meeting packs.
• Take minutes that capture: decisions, actions, owners, deadlines.
• Follow through until closure; maintain a searchable decision log.
5) Executive Communications & Stakeholder Management
• Draft internal memos, announcements, and partner communications on behalf of the CEO.
• Triage inbound requests to the CEO: route, decline, schedule, or request clarification.
• Maintain professional engagement with partners, suppliers, and stakeholders.
6) Confidential Operations & Document Control
• Manage sensitive documents: contracts, approvals, HR actions, incident reports, compliance logs.
• Maintain clean file structures, version control, and access permissions.
• Support the CEO on audits, compliance, and governance workflows.
7) Travel, Logistics & CEO Support (As Needed)
• Manage CEO travel logistics and itineraries as required.
• Ensure meeting routes, materials, and contingency plans are in place.
Required Qualifications & Experience
• 5+ years in one or more of: operations, project/program management, executive office, management consulting, or business management.
• Strong track record of running execution across multiple teams or sites.
• Experience with reporting cadence, dashboards, and performance tracking.
• Integrity + confidentiality (high trust role).
• Strong judgment and prioritization under pressure.
• Excellent writing (clear, structured, firm when needed).
• Strong stakeholder management; can push leaders without conflict.
• High digital competence: Microsoft 365 (Teams, Outlook, Excel, PowerPoint), Google tools.
• Systems mindset: trackers, SOPs, workflows, version control.
• Experience in healthcare, training/education, or multi-branch service operations.
• Basic finance/admin competence (invoicing, approvals flow, budget tracking).
• Familiarity with KPI dashboards (Excel/Power BI/Looker).
Nairobi, Kenya (Full-time
This role runs the CEO Office as an execution engine. You will translate the CEO’s priorities into weekly plans, measurable actions, and disciplined follow-through across all business lines. You are the CEO’s trusted representative for coordination, escalation, governance discipline, and performance cadence.
This is not a “personal assistant” role. It is a high-trust, high-judgment role that requires professional presence, confidentiality, speed, and the backbone to push leaders to deliver.
• CEO priorities move weekly with clear owners, deadlines, and closure.
• Leaders submit clean updates (no fluff), tracked in one CEO dashboard.
• Meetings produce decisions + actions, not talk.
• Risks (HR, finance, compliance, service delivery) are surfaced early with options.
• When the CEO is away, the business runs with structure and discipline.
1) CEO Priority Execution & Follow-Up
• Maintain the CEO Action Tracker (daily/weekly), assign owners, and enforce deadlines.
• Run weekly planning: top priorities, critical risks, key deliverables per business line.
• Drive closure: ensure tasks are completed, evidence is provided, and outcomes are documented.
2) Business Performance Cadence (Scorecards + Reporting)
• Collect, validate, and consolidate weekly reports into a CEO Performance Pack.
• Enforce reporting quality: measurable outputs, KPIs, blockers, escalations.
• Track branch/business-line KPIs and highlight deviations early.
3) Cross-Functional Coordination
• Coordinate leadership team execution across Ops, HR, Finance, Sales/Marketing, Training, Facilities, and Homecare.
• Remove blockers through structured escalation and follow-through.
• Ensure alignment across cities/branches and standardize communication.
4) Meetings, Governance & Decision Discipline
• Prepare agendas, pre-reads, and meeting packs.
• Take minutes that capture: decisions, actions, owners, deadlines.
• Follow through until closure; maintain a searchable decision log.
5) Executive Communications & Stakeholder Management
• Draft internal memos, announcements, and partner communications on behalf of the CEO.
• Triage inbound requests to the CEO: route, decline, schedule, or request clarification.
• Maintain professional engagement with partners, suppliers, and stakeholders.
6) Confidential Operations & Document Control
• Manage sensitive documents: contracts, approvals, HR actions, incident reports, compliance logs.
• Maintain clean file structures, version control, and access permissions.
• Support the CEO on audits, compliance, and governance workflows.
7) Travel, Logistics & CEO Support (As Needed)
• Manage CEO travel logistics and itineraries as required.
• Ensure meeting routes, materials, and contingency plans are in place.
Required Qualifications & Experience
• 5+ years in one or more of: operations, project/program management, executive office, management consulting, or business management.
• Strong track record of running execution across multiple teams or sites.
• Experience with reporting cadence, dashboards, and performance tracking.
• Integrity + confidentiality (high trust role).
• Strong judgment and prioritization under pressure.
• Excellent writing (clear, structured, firm when needed).
• Strong stakeholder management; can push leaders without conflict.
• High digital competence: Microsoft 365 (Teams, Outlook, Excel, PowerPoint), Google tools.
• Systems mindset: trackers, SOPs, workflows, version control.
• Experience in healthcare, training/education, or multi-branch service operations.
• Basic finance/admin competence (invoicing, approvals flow, budget tracking).
• Familiarity with KPI dashboards (Excel/Power BI/Looker).
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