Executive Office Manager

Job Description

About NCH:

At New Country Healthcare (NCH), our journey started with a powerful vision of fostering a healthier community, guided by the vision of our Founder and Executive Chairman, Dr. Ghazi Al Koudsi. Through unwavering dedication, we have not only fulfilled our commitment to the community but also emerged as a prominent leader in the healthcare sector. Over the last 32 years, New Country Healthcare has established itself as the leading healthcare distributor in the UAE, with an extensive portfolio featuring over 1500 top-quality products from over 50 international brands manufactured across the United States, Canada, Europe, Asia, and the Middle East.

At NCH, we have a holistic approach to health, and today, we import and distribute trusted international brands in pharmaceuticals, nutraceuticals, health and functional foods, sports nutrition, cosmeceuticals, and personal products, solidifying our position in the local and GCC markets. As we continue to grow, we remain committed to our core values, providing innovative and high-quality healthcare products while upholding our legacy of excellence.

Culture at NCH:

At New Country Healthcare (NCH), our people-centric culture thrives on collaboration, continuous growth, and innovation. We believe in the power of continuous education, empowering our teams to reach their full potential and contribute fresh ideas. With a strong focus on Learning and Development, we nurture a culture of learning through engaging seminars and ongoing training programs. United by a shared mission and values, our diverse team prioritizes sustainability, customer well-being, promotes healthy lifestyles, and fosters community education. At NCH, you’ll find a supportive environment where collaboration and teamwork are at the heart of everything we do, working together to make a positive impact on the health and well-being of our community.

Position Overview:

The Executive Office Manager is responsible for managing the day-to-day operations of the CEO’s Office and ensuring effective coordination, communication, and follow-through across the organisation. The role acts as a central point of reference for matters routed through the CEO’s Office that require alignment between departments, engagement with senior stakeholders, or structured follow-up on initiatives and decisions.

The role supports the CEOs and owners by bringing order, clarity, and discipline to cross-functional workstreams. This includes coordinating inputs from different departments, tracking actions and dependencies, managing official communications, and ensuring commitments are progressed and closed. The job holder represents the CEO’s Office in formal correspondence, including the use of the company’s main official email address, and is expected to exercise sound judgment, professionalism, and discretion at all times.

Responsibilities:

CEO Office Management & Governance

• Manage the day-to-day functioning of the CEOs’ Office, ensuring structure, consistency, and continuity of operations.
• Act as the primary reference point for matters routed through the CEOs’ Office that require coordination, action, or follow-up.
• Operate with delegated authority from the CEO’s Office to request information, updates, and actions from departments within the agreed scope.
• Ensure discipline, responsiveness, and clarity in handling executive and ownership-level matters.
• Maintain organised records, trackers, and documentation related to the CEO Office activities, decisions, and commitments.

Cross-Functional Coordination & Workstream Management

• Coordinate initiatives, tasks, and workstreams that require collaboration across multiple departments.
• Align stakeholders on objectives, roles, timelines, and interdependencies for CEO sponsored initiatives.
• Act as a neutral integrator across functions, ensuring collaboration without duplicating or overriding line management responsibilities.
• Maintain visibility across parallel workstreams to prevent fragmentation, duplication, or misalignment.

Project Coordination, Follow-Up Authority & Accountability

• Own the coordination, tracking, and follow-through of CEO sponsored initiatives without assuming line responsibility for functional execution.
• Follow up with department heads and teams on behalf of the CEO’s Office to ensure accountability and timely delivery.
• Ensure that follow-ups issued from the CEO’s Office are treated as executive-level requests.
• Escalate delays, risks, or nonalignment to the CEOs with clear context, implications, and recommended actions.
• Ensure closure of actions and formal documentation of outcomes and decisions.

Decision Preparation & Executive Support

• Consolidate inputs from departments into clear, prioritised summaries to support CEO decision-making.
• Prepare decision briefs outlining options, risks, dependencies, and execution implications.
• Ensure decisions are documented, communicated to relevant parties, and translated into actionable next steps.
• Maintain continuity between decisions taken and execution progress.

Communication Hub & Official Correspondence

• Manage official communications issued from the CEO’s Office using the company’s main email address.
• Represent the CEO’s Office in internal and external correspondence within defined authority parameters.
• Ensure consistency of tone, positioning, and messaging aligned with leadership direction and governance standards.
• Escalate commitments, approvals, or sensitive positions for CEO confirmation where required.
• Maintain structured records of key correspondence and communications.

Stakeholder, Partner & VIP Coordination

• Coordinate interactions and engagements involving principals, partners, VIPs, and external stakeholders.
• Support preparation, alignment, and follow-up for high-level meetings, engagements, and communications.
• Exercise sound judgement in handling sensitive interactions and determining appropriate escalation or intervention.

Planning, Alignment & Execution Cadence

• Support the CEOs in structuring weekly, monthly, and quarterly planning and review cycles.
• Track agreed priorities and ensure alignment between planning discussions and execution across departments.
• Monitor progress against priorities and flag deviations, risks, or execution gaps.

Issue, Risk & Dependency Tracking

• Maintain visibility over key issues, risks, and dependencies impacting CEO sponsored initiatives.
• Identify recurring delays, execution bottlenecks, or cross-functional misalignment.
• Ensure issues are documented, tracked, and resolved or escalated in a timely manner.

Protocol, Diplomatic & High-Level Engagement Management

• Manage protocol, diplomatic, and ceremonial arrangements for high-level meetings, visits, and events involving principals, partners, VIPs, and external organisations.
• Act as the primary liaison between the company and external entities for formal engagements, ensuring alignment on protocol, representation, and expectations.
• Coordinate logistical arrangements for high-level visits, including agendas, sequencing, attendance, briefings, and on-site coordination.
• Ensure adherence to appropriate professional, cultural, and organisational protocols in all executive engagements.
• Anticipate sensitivities related to hierarchy, titles, timing, and representation, and advise the CEO Office accordingly.
• Ensure post-engagement follow-up, documentation, and continuity of actions and commitments.

Qualifications & Skills

Education & Experience

• Bachelor’s degree in Business Administration, Management, International Relations, or a related discipline, or equivalent professional experience.
• Minimum 8 years of progressive experience in executive office management, office management, chief of staff lite, project coordination, or senior coordination roles.
• Proven experience working directly with CEOs, owners, board members, principals, or senior leadership in complex, multi-stakeholder environments.
• Demonstrated exposure to cross-functional initiatives involving multiple departments, external partners, and senior decision-makers.
• Experience supporting high-level visits, formal meetings, or executive engagements involving VIPs, partners, or external organisations is strongly preferred..

Technical & Functional Skills

• Strong capability in managing multiple concurrent workstreams and cross-functional coordination.
• Proven ability to act as a central communication hub and single point of reference for executive-level matters.
• Experience managing official organisational communications and representing the CEO Office professionally.
• Strong planning, tracking, and follow-up discipline, with the ability to maintain visibility over actions, risks, and dependencies.
• Ability to prepare executive summaries, decision briefs, and structured updates for senior leadership.
• High proficiency in Google Workspace and Microsoft Office tools.
• Solid understanding of protocol, diplomatic etiquette, and formal engagement standards for senior-level interactions.

Why Join Us:

Join a dynamic and fast-growing company where innovation, excellence, and collaboration drive everything we do. You’ll work alongside a talented and supportive team in a diverse and inclusive environment that values each individual’s unique contributions.

We offer:

• Exciting career growth opportunities in a company at the forefront of healthcare and technology
• A comprehensive compensation and benefits package, including Health insurance, Annual leave and ticket allowance, Yearly incentives (as per company policy) and Professional development support

Be part of a culture that’s committed to empowering talent, embracing innovation, and building success together.