The Antwi Group is seeking an experienced, highly organized, discreet, operationally focused, and leadership-oriented Executive Office Manager to oversee the day-to-day administration and operational coordination of the Executive Office.
Working directly with Executive Leadership, the Executive Office Manager will manage Executive Office workflows, coordinate senior leadership activities, supervise executive-support personnel, maintain executive administrative systems, organize leadership meetings, oversee executive calendars and communications, coordinate confidential records, manage executive-office projects, and help ensure that decisions and priorities established by Executive Leadership are efficiently communicated and tracked throughout the organization.
The Executive Office Manager will supervise and coordinate the work of the Senior Executive Assistant / Executive Operations Specialist and Executive Office Coordinator, while working closely with department leaders throughout The Antwi Group.
The position will serve as a central administrative connection between Executive Leadership and departments including Operations & Administration, Strategic Planning, Corporate Development, Finance & Accounting, Legal & Business Affairs, Human Resources, Business Development, Risk Management, Project Management, Data & Business Intelligence, IT & Digital Systems, Corporate Communications & Public Relations, Procurement & Vendor Management, and other business units.
Because the Executive Office may handle some of the organization’s most sensitive strategic, financial, personnel, legal, transaction, and operational information, this position requires exceptional professional judgment, discretion, integrity, leadership, confidentiality, and information-security awareness.
Key Responsibilities
- Manage day-to-day Executive Office operations.
- Supervise Executive Office support personnel.
- Coordinate executive administrative workflows.
- Manage complex executive calendars and scheduling systems.
- Coordinate Executive Leadership meetings.
- Oversee preparation of executive briefing materials.
- Maintain executive decision and action registers.
- Track executive priorities and deadlines.
- Coordinate department submissions to Executive Leadership.
- Manage executive correspondence workflows.
- Oversee executive records and document-management systems.
- Coordinate executive travel and events.
- Support executive-sponsored projects.
- Coordinate leadership reporting calendars.
- Maintain Executive Office procedures.
- Monitor administrative service quality.
- Coordinate executive visitors and external meetings.
- Support confidential corporate activities.
- Coordinate approved signature and document-routing processes.
- Oversee Executive Office technology requirements.
- Manage administrative access to confidential materials.
- Develop Executive Office administrative controls.
- Coordinate emergency or time-sensitive executive support.
- Train and develop Executive Office personnel.
- Protect confidential and privileged information.
- Perform other related duties as assigned.
Executive Office Management Framework
Executive Office activities may generally follow:
Prioritize → Coordinate → Prepare → Execute → Document → Track → Review
Executive Office Operations
The Manager will help ensure that Executive Leadership receives reliable administrative and operational support across:
- Scheduling
- Meetings
- Communications
- Reporting
- Documentation
- Travel
- Projects
- Decision tracking
- Department coordination
- External relationships
Executive Office Workflow
A typical workflow may include:
Executive Request → Assignment → Department / Staff Coordination → Completion → Executive Review → Follow-Up
Executive Priority Management
The Manager may maintain visibility into executive priorities involving:
- Corporate strategy
- Financial performance
- Corporate development
- Business development
- Major projects
- Organizational operations
- Personnel
- Legal matters
- Risk
- Technology
- External relationships
Executive Leadership retains responsibility for establishing company priorities.
Executive Priority Register
Information may identify:
Priority → Executive Sponsor → Responsible Department → Owner → Due Date → Status
Executive Calendar Oversight
The Manager may oversee scheduling involving:
- Leadership meetings
- Department reviews
- Strategy meetings
- Financial reviews
- Transaction meetings
- Business-development meetings
- Project reviews
- External meetings
- Travel
- Conferences
- Company events
Calendar Standards
Executive calendars should provide sufficient information for authorized users while avoiding unnecessary exposure of confidential information.
Scheduling Conflicts
The Manager may resolve routine scheduling conflicts based on established executive priorities.
Material priority conflicts should be referred to the appropriate executive.
Executive Leadership Meetings
The Manager may coordinate recurring leadership meetings involving senior company personnel.
Leadership Meeting Cycle
A process may include:
Agenda Development → Materials Collection → Executive Review → Meeting → Decisions → Actions → Follow-Up
Meeting Agendas
Agendas may identify:
Topic → Presenter → Purpose → Time → Decision / Discussion Required
Meeting Materials
The Manager may oversee collection and organization of:
- Department reports
- Financial information
- Strategic materials
- Project updates
- Risk information
- Transaction materials
- Business cases
- Presentations
Meeting Records
Where authorized, Executive Office personnel may document:
Topic → Decision → Action → Owner → Due Date
Executive Decision Register
The Manager may maintain an official administrative record of executive decisions where assigned.
A register may identify:
Decision → Date → Authorized Executive → Department → Action Required → Status
Decision Integrity
No proposed decision should be represented as approved unless appropriate authorization has actually been provided.
Executive Action Management
The Manager may oversee an action register identifying:
Action → Executive Sponsor → Owner → Due Date → Priority → Status
Follow-Up Management
Responsibilities may include:
- Assigning administrative follow-up.
- Requesting department updates.
- Monitoring deadlines.
- Escalating overdue items.
- Closing completed actions after appropriate confirmation.
Department Coordination
The Executive Office Manager may facilitate administrative communication between Executive Leadership and department leaders.
Executive Requests
Requests may be tracked as:
Request → Department → Responsible Leader → Due Date → Status
Department Leadership
The Manager should maintain effective working relationships with department heads while respecting each department’s operational authority and responsibilities.
Department Submissions
The Manager may oversee the submission of:
- Strategic plans
- Budgets
- Business cases
- Project proposals
- Policies
- Performance reports
- Transaction materials
- Risk reports
- Operational reports
Submission Calendar
Information may identify:
Submission → Department → Owner → Due Date → Executive Review → Status
Submission Quality Control
Executive Office personnel may check materials for:
- Completeness
- Correct versions
- Correct dates
- Required approvals
- Formatting consistency
- Supporting documentation
The Executive Office should not improperly change departmental analysis or conclusions.
Executive Briefings
The Manager may oversee preparation of executive briefing packages.
Briefing Framework
Purpose → Background → Participants → Key Information → Issues → Required Decision / Action
Executive Reporting
The Manager may coordinate leadership reports concerning:
- Strategic objectives
- Financial performance
- Business operations
- Major projects
- Corporate-development activities
- Business-development activities
- Enterprise risks
- Workforce matters
- Technology initiatives
Reporting Calendar
The Executive Office may maintain:
Report → Department → Owner → Due Date → Executive Review Date
Executive Dashboards
Working with Data & Business Intelligence, the Manager may coordinate executive dashboards displaying approved organizational information.
Executive Communications
The Manager may coordinate administrative workflows involving:
- Executive correspondence
- Internal leadership communications
- External business communications
- Partner communications
- Meeting follow-ups
Communication Authorization
Executive Office personnel must not issue unauthorized commitments or represent personal interpretations as executive decisions.
Corporate Communications Coordination
Company-wide or public executive communications should be coordinated with Corporate Communications & Public Relations where appropriate.
Executive Correspondence Review
The Manager may review routine correspondence for:
- Accuracy
- Tone
- Recipient
- Attachments
- Confidentiality
- Appropriate authorization
Executive-Sponsored Projects
The Manager may coordinate administrative aspects of special projects sponsored by Executive Leadership.
Executive Project Register
Information may identify:
Project → Executive Sponsor → Project Owner → Milestone → Due Date → Status
Project Management Coordination
Substantial projects should be coordinated with Project Management where appropriate.
Strategic Planning Coordination
The Manager may coordinate Executive Leadership’s participation in:
- Annual planning
- Multi-year planning
- Strategy reviews
- Initiative reviews
- Business-unit reviews
Corporate Development Coordination
The Executive Office Manager may support highly confidential executive activities involving:
- Acquisitions
- Investments
- Joint ventures
- Divestitures
- New ventures
- Strategic partnerships
Transaction Confidentiality
Transaction information should be restricted to individuals with appropriate authorization and legitimate business need.
Business Development Coordination
The Manager may coordinate executive involvement in significant:
- Partnerships
- Customer relationships
- Industry relationships
- Commercial opportunities
Finance Coordination
The Manager may coordinate executive review of:
- Budgets
- Forecasts
- Financial performance
- Capital requirements
- Investments
- Transactions
Official financial analysis remains with Finance & Accounting.
Legal Coordination
The Manager may coordinate executive review of:
- Contracts
- Corporate records
- Governance documents
- Legal correspondence
- Transaction documents
Legal interpretation and advice remain with Legal & Business Affairs and qualified counsel.
Human Resources Coordination
The Manager may support executive administration involving:
- Leadership recruitment
- Organizational planning
- Senior personnel matters
- Leadership reviews
- Workforce planning
Protected personnel information must be handled appropriately.
Risk Management Coordination
The Manager may organize executive risk reviews and track authorized follow-up actions.
Technology Coordination
The Manager may coordinate with IT & Digital Systems regarding:
- Executive devices
- Executive accounts
- Secure communications
- Document access
- Meeting technology
- Information security
Executive Technology Security
Executive accounts and devices may present elevated security risks because of their access to sensitive company information.
Appropriate technical safeguards should be established by qualified IT and security personnel.
Executive Travel Management
The Manager may oversee complex executive travel arrangements.
Travel Program
Responsibilities may include coordination of:
- Transportation
- Hotels
- Ground transportation
- Business schedules
- Conferences
- International travel logistics
- Approved travel documentation
Travel Authorization
Travel should follow applicable company approval and expense policies.
Executive Travel Security
Where appropriate, travel may require coordination with Security & Protective Services.
Executive Events
The Manager may coordinate:
- Leadership retreats
- Executive meetings
- Conferences
- Business dinners
- Partner events
- Company leadership events
- Executive presentations
Event Planning
Planning may include:
Purpose → Participants → Venue → Schedule → Logistics → Materials → Follow-Up
External Stakeholders
The Manager may interact with:
- Executives
- Business owners
- Investors
- Advisors
- Attorneys
- Accountants
- Consultants
- Vendors
- Partners
- Institutional representatives
Executive Visitors
The Manager may oversee administrative arrangements for authorized visitors.
Visitor Coordination
Responsibilities may include:
- Scheduling
- Host coordination
- Meeting spaces
- Appropriate access
- Hospitality
- Security coordination where necessary
Executive Office Procedures
The Manager may develop and maintain administrative procedures concerning:
- Scheduling
- Meetings
- Document routing
- Executive approvals
- Correspondence
- Records
- Travel
- Confidentiality
- Access
Standard Operating Procedures
Procedures should clearly identify:
Activity → Responsible Role → Required Approval → Documentation → Record Location
Executive Approvals
The Manager may maintain administrative systems for routing items requiring executive approval.
Approval Workflow
Submission → Department Review → Executive Review → Decision → Documentation → Distribution
Approval Register
Information may identify:
Item → Requesting Department → Executive Reviewer → Date Submitted → Status
Signature Management
The Manager may oversee authorized signature-routing processes.
Signature Controls
Before a document is routed for signature, Executive Office personnel should confirm:
- Correct document
- Correct version
- Correct signer
- Required departmental review
- Required supporting approvals
Electronic Signatures
Electronic signatures should only be handled through approved systems and procedures.
Corporate Records
The Executive Office may maintain certain executive or corporate records in coordination with Legal & Business Affairs and Operations & Administration.
Records Management
Records should follow approved:
- Access controls
- Naming conventions
- Version controls
- Retention schedules
- Destruction procedures
Executive Records
Records may include:
- Executive correspondence
- Meeting records
- Decision records
- Strategic materials
- Approval records
- Presentations
- Confidential memoranda
- Transaction materials
Document Register
Where appropriate:
Document → Owner → Version → Date → Classification → Status
Records Retention
Executive Office records should be retained according to company policies, applicable legal requirements, contractual obligations, and legitimate business needs.
Information Classification
The Manager may help ensure administrative handling reflects classifications such as:
- Internal
- Confidential
- Highly Confidential
- Legally Privileged, where designated
Access Management
Executive Office access should follow the principle of least necessary access.
Confidentiality
The Executive Office Manager may have access to extremely sensitive information involving:
- Corporate strategy
- Financial performance
- Transactions
- Investments
- Personnel matters
- Legal matters
- Intellectual property
- Business partners
- Customers
- Executive communications
Information must only be accessed and shared for legitimate authorized purposes.
Non-Public Information
Non-public company or transaction information must never be used for unauthorized personal benefit.
Privileged Information
Attorney-client or legally privileged information should be handled according to instructions from Legal & Business Affairs.
Information Security
Executive records should only be stored or transmitted using approved company systems.
Credentials
Passwords, authentication codes, access tokens, private keys, or similar credentials must never be improperly shared.
Business Continuity
The Manager may help establish administrative continuity procedures for critical Executive Office functions.
Continuity Planning
Planning may address:
- Executive communications
- Emergency contacts
- Critical records
- Alternate meeting arrangements
- Technology disruptions
- Travel disruptions
- Personnel coverage
Emergency Coordination
During significant disruptions, the Executive Office Manager may support communication and coordination under direction from authorized leadership.
Artificial Intelligence & Executive Office Tools
Where approved, AI-assisted tools may support:
- Administrative organization
- Drafting
- Research
- Meeting summaries
- Presentation preparation
- Scheduling support
AI-generated information should be independently reviewed before business use.
Confidential executive communications, non-public transactions, privileged legal information, proprietary financial information, personnel information, customer information, credentials, strategic plans, intellectual property, or trade secrets should not be submitted to unapproved AI systems.
Professional Integrity
The Executive Office Manager must not knowingly:
- Falsify executive records.
- Misrepresent executive decisions.
- Issue unauthorized commitments.
- Alter executive approvals.
- Forge or improperly apply signatures.
- Conceal material executive correspondence.
- Improperly disclose confidential information.
- Provide unauthorized access to executive materials.
- Misuse executive accounts or credentials.
- Use non-public information for unauthorized personal benefit.
- Destroy required records without authorization.
- Misrepresent themselves as possessing executive authority.
Professional Boundaries
The Executive Office Manager coordinates and manages Executive Office operations but does not replace the authority of Executive Leadership or department heads.
Legal, financial, investment, personnel, strategic, and corporate decisions remain with appropriately authorized decision-makers.
Staff Leadership
The Executive Office Manager may supervise:
- Senior Executive Assistant / Executive Operations Specialist
- Executive Office Coordinator
- Other assigned administrative personnel
Management Responsibilities
Responsibilities may include:
- Work allocation
- Scheduling
- Training
- Coaching
- Administrative quality control
- Performance feedback
- Workflow improvement
- Professional development
Cross-Department Collaboration
Executive Leadership — executive direction and priorities.
Senior Executive Assistant / Executive Operations Specialist — advanced executive support.
Executive Office Coordinator — administrative coordination.
Operations & Administration — company-wide administrative operations.
Strategic Planning — strategic reviews.
Corporate Development — confidential transactions.
Finance & Accounting — financial information.
Legal & Business Affairs — legal and governance matters.
Human Resources — personnel matters.
Business Development — strategic relationships.
Risk Management — enterprise risk.
Project Management — executive-sponsored projects.
Data & Business Intelligence — executive reporting.
IT & Digital Systems — executive technology and information security.
Corporate Communications & Public Relations — executive communications.
Security & Protective Services — executive, visitor, and travel security.
Qualifications
- Bachelor’s degree in Business Administration, Management, Communications, Organizational Leadership, Office Administration, or a related field preferred, or equivalent substantial professional experience.
- Several years of progressively responsible experience in executive administration, executive operations, office management, business operations, corporate administration, or related work.
- Previous experience supporting senior executives strongly preferred.
- Previous supervisory or management experience preferred.
- Exceptional organizational and time-management ability.
- Strong leadership and administrative-management skills.
- Excellent written and verbal communication.
- Strong professional judgment and problem-solving ability.
- Proficiency with productivity, calendar, spreadsheet, presentation, communication, and document-management applications.
- Ability to manage multiple priorities and confidential matters.
- Exceptional integrity, discretion, professionalism, and confidentiality.
Preferred Skills
Experience or training involving:
- Executive Office Management
- Executive Operations
- Corporate Administration
- Executive Assistance
- Business Operations
- Project Coordination
- Meeting Management
- Executive Communications
- Records Management
- Travel Management
- Document Management
- Administrative Leadership
Professional Expectations
The successful candidate should demonstrate:
- Leadership
- Exceptional discretion
- Professional judgment
- Organization
- Anticipation
- Reliability
- Adaptability
- Accuracy
- Communication
- Initiative
- Confidentiality
- Integrity
- Accountability
- Decisiveness
- Strong follow-through
Career Development
A potential career path may include:
Executive Office Coordinator → Senior Executive Assistant / Executive Operations Specialist → Executive Office Manager → Director / Manager of Executive Office & Corporate Administration
Employees may also develop toward Corporate Operations, Strategic Planning, Project Management, Corporate Administration, Business Operations, Corporate Communications, or other senior management functions.
Location
Poconos, Pennsylvania
This position may operate through a combination of on-site and approved remote work depending on executive and business requirements.
The position may require domestic or international travel and evening, weekend, or irregular-hour availability to support Executive Leadership, major transactions, conferences, executive travel, company events, or urgent business matters.
Employment Type
Full Time
Department
Executive Office / Corporate Administration
Reports To
Executive Leadership
About The Antwi Group
The Antwi Group is a growing organization operating across creative, entertainment, media, and related business sectors. Our teams bring together creative talent, technical expertise, management, financial discipline, technology, production, operations, strategy, corporate development, risk management, and business development to build projects and opportunities designed for long-term growth.
Application
Interested candidates should submit an application outlining their education and experience in executive administration, executive operations, office management, business operations, corporate administration, project coordination, or related professional work.
Applicants may also be asked to provide a résumé/CV, professional references, relevant certifications, and descriptions of executive-office, administrative-management, scheduling, project-coordination, records-management, travel, or organizational responsibilities they have performed and are legally permitted to discuss.
Applicants should not submit confidential executive communications, proprietary company information, non-public transaction materials, privileged legal documents, financial information, protected personnel information, customer information, access credentials, intellectual property, trade secrets, or materials belonging to current or previous employers, executives, clients, or business partners that they are not authorized to disclose.
The Antwi Group is an equal opportunity employer. We consider qualified applicants without regard to characteristics protected by applicable law.