CEO Office Manager

ALONE•Caguas, PR

9d•Onsite

About The Position

This role leads ALONE's CEO Office and Reporting function, allocating approximately 30% to delivering Board Secretary responsibilities. The role will uphold the highest standards of corporate governance and Board engagement, ensuring papers are delivered and governance deadlines are met. It serves as the primary liaison between the CEO's Office and the Leadership, ensuring seamless communication, clear accountability, and full compliance with ALONE's governance frameworks. The role also carries company secretarial responsibility, including governance returns, maintenance of the register of Trustee and Board records, and ensuring ALONE's compliance with its Constitution and the Charities Governance Code.

Requirements

A minimum of 5-7 years' experience working with those at a Senior level within the nonprofit, public, regulated or large corporate sector
Experience in Financial, Legal or Company/Board Secretary background with an understanding of Governance environments is an advantage
Expertise in Leadership and Board reporting for organisation of a similar size
Experience of managing senior meetings, board cycles end-to-end, including minutes, and action-tracking
Experience managing executive or CEO-level signing and authorisation processes, with a high degree of accuracy and confidentiality.
Exceptional written communication skills, with the ability to draft high-quality minutes, reports, briefings, and correspondence to a board-ready standard.
Experience implementing governance frameworks, reporting templates, and standard operating procedures.
Strong Organisational, Time management and planning skills, with the ability to manage multiple deadlines
Interpersonal and relationship management skills
Proficiency in Microsoft Office suite and board management or document management systems.
A demonstrable commitment to ALONE's mission and values.

Nice To Haves

Professional qualifications including governance credentials (CGI/ICSA) desirable

Responsibilities

Support the CEO in managing key stakeholder relationships and documents, including government departments, regulatory bodies, funders, and partner organisations.
Manage all documents requiring CEO signature, maintaining a tracking system to ensure timely sign-off, appropriate authorisation, and secure record-keeping.
Brief the CEO on upcoming signing obligations, flagging time-sensitive or high-risk items in advance.
Coordinate the preparation of CEO briefings, board presentations, and executive-level correspondence, ensuring accuracy, coherence, and alignment with agreed messaging.
Manage and protect sensitive and confidential information in compliance with GDPR and ALONE's data governance policies.
Work with the ALONE Leadership Team to ensure reports are submitted in a consistent format, on time, and to the required level.
Quality-assure all reports submitted to the Board or its committees, checking for accuracy, completeness, and alignment with agreed reporting standards.
Identify and address gaps in reporting practice, working collaboratively to embed consistent standards.
Maintain an organisational reporting calendar that tracks submission, action log and ensures accountability across functions.
Advise the CEO and leadership on improvements to reporting processes.
Plan, prepare and manage the full annual Board and Board Committee calendar, including scheduling in conjunction with the Organisational owners.
Draft, circulate, and quality-assure all Board/committee agendas and engagement in consultation with the CEO.
Oversee the compilation and timely distribution of Board packs and committee papers, drawing on ALONE's established governance systems to manage governance deadlines, and ensuring all documentation meets agreed governance standards.
Be available to attend Board, sub-committee meetings; take accurate, comprehensive minutes and maintain a formal record of decisions, resolutions, and actions.
Maintain and track a Board action log, following up with Leadership to ensure timely completion and escalating outstanding items to the CEO as required.
Work with CEO and Operations to ensure Board and committee terms of reference are current, reviewed on schedule, and compliant with ALONE's governance framework.
Act as Company Secretary, maintaining the registers, filing governance returns and advising the Board on trustee’ duties and regulatory compliance.
Manage board member onboarding, induction, and offboarding processes, including maintenance of their details, register of interests and declarations of conflict.
Support the recruitment and appointment process for new board members in collaboration with the Chairperson, HRCC and CEO.
Ad hoc tasks as required.

Benefits

Salary TBC
35 Hour week (core hours 9-5) –Full-time employees can enjoy a 35-hour working week.
Annual Salary Reviews
Pension Scheme: Access our generous pension scheme after just 6 months service
Income protection after 2 years service
Long service awards for employees
Mileage Policy in place for applicable roles
Death in Service - after 6 months’ probation successfully completed.
Travel Saver Schemes
Sick Pay Scheme -after 6 months’ probation successfully completed.
Bike to Work Scheme
HSF Partnership
Horizontal Transfer Opportunities
Comprehensive Training & Development
Bespoke Induction Programmes
Progression Opportunities
Further Education Opportunities
Employee Assistance Programme -ALONE provides a 24hour support programme for all our Employees
GP telephone Advice
Virtual Doctor
Private Prescription Service
6 structured Counselling/ Emotional Wellbeing Service
Legal Helpline