Chief of Staff at Orchid HR Outsourcing

Role Overview

We are seeking a highly experienced, discreet, and well-organized Chief of staff to oversee the day-to-day administration and coordination of the Office. The role is primarily responsible for office management, diary and schedule coordination, correspondence, and internal/external liaison, with working exposure to protocol and official etiquette to support formal engagements.

This position is administrative and coordination-focused and works closely with protocol, security, communications, and other support functions. 

Key Responsibilities

1. Manage complex calendars, appointments, and schedules
2. Coordinate meetings, briefings, official travel, and logistical arrangements
3. Prepare and manage correspondence, briefing notes, and meeting documentation
4. Act as the central coordination point and gatekeeper for the Office 
5. Maintain confidential files, records, and official documentation
6. Ensure the efficient day-to-day running of the Office
7. Liaise with internal departments, government agencies, and external stakeholders
8. Coordinate information flow between the Dignitaries and relevant offices
9. Track action points arising from meetings and ensure timely follow-up
10. Support interdepartmental coordination on official engagements and visits
11. Support the planning and coordination of official events, visits, and formal engagements
12. Ensure schedules, invitations, and seating arrangements align with established protocol guidance
13. Liaise with protocol officers or relevant departments for protocol direction
14. Assist in preparing official programs, itineraries, and engagement briefs

Qualifications & Experience

• Bachelor’s degree in Business Administration, Public Administration, International Relations, or a related field
• Minimum 8–12 years’ relevant experience in a senior administrative, secretariat, or office management role
• Demonstrated experience supporting senior leadership, public officials, or dignitaries
• Prior exposure to protocol, diplomatic etiquette, or official government procedures is an added advantage
• Strong understanding of confidentiality, discretion, and governance requirements

Key Competencies

• Excellent organizational, planning, and time-management skills
• High level of professional judgment, integrity, and discretion
• Strong written and verbal communication skills
• Ability to work under pressure and manage competing priorities
• Proficiency in Microsoft Office and office management systems
• Professional presence and strong interpersonal skills