Institute Coordinator & Executive Assistant

Job description

A BOUT THE INSTITUTE & ROLE OPERATIONS

The Identity & Leadership Formation Institute develops leaders whose internal formation can sustain the success, influence, and impact they are called to carry, anchored in the flagship ROOTED™ methodology. This role is the operational backbone of the Institute, providing direct executive support to the Founder while coordinating participant experiences, programmes, coaching administration, communications, and operational systems.

K EY RESPONSIBILITIES

Schedule and manage coaching sessions and calendars Track coaching packages and engagements Prepare materials and maintain confidential coaching records Follow up with clients and participants Coordinate assessments and feedback reports

EXECUTIVE SUPPORT

Manage calendar, scheduling and appointments

Coordinate meetings, coaching sessions, workshops and speaking engagements

Prepare agendas and briefing notes

Track action points and follow-ups

Manage travel arrangements where required

Maintain confidentiality on all organisational and client information

PROGRAMME & COHORT COORDINATION

Manage participant registration, onboarding and applications

Track attendance and programme participation

Prepare materials, workbooks and programme communication

Coordinate venue logistics and virtual sessions Support participant assessments and evaluations

Maintain programme records and documentation

EXECUTIVE COACHING ADMINISTRATION

Schedule and manage coaching sessions and calendars

Track coaching packages and engagements

Prepare materials and maintain confidential coaching records

Follow up with clients and participants

Coordinate assessments and feedback reports

EVENTS & WORKSHOP COORDINATION

Support planning and execution of leadership events

Coordinate venue bookings and vendor management

Prepare event materials and participant packs Support event-day logistics and feedback tracking

COMMUNICATION & STAKEHOLDER MANAGEMENT

Serve as first point of contact for programme enquiries

Manage participant communication professionally

Support relationship management with clients and partners

Maintain post-programme and post-event relationships Maintain contact databases

INSTITUTE OPERATIONS & MARKETING

Maintain programme databases and digital filing

Support financial administration and invoicing

Coordinate programme promotions and content scheduling

Monitor programme metrics and participation data