Executive Coordinator

Job Description

The Executive Coordinator provides operational, strategic and governance support to the Group Executive: Digital & Business Transformation. The role enables effective divisional execution by coordinating decadal strategy and annual priorities, consolidating performance and project progress reporting, preparing executive and governance packs, facilitating procurement documentation, and ensuring clear stakeholder communication on the digital programme and its progress. The incumbent must combine strong executive office discipline with deep technology understanding, sound judgement, confidentiality and the ability to translate complex digital and business transformation matters into concise, decision-ready outputs. Operating as the integration point of the Group Executive's office, the incumbent provides a

consolidated view of the Bank's digital transformation portfolio tracking delivery, investment, benefits realisation and change adoption, and ensuring that technology decisions are escalated, governed and communicated in line with the Bank's strategy, risk appetite and regulatory obligations.

Key Responsibilities

KEY PERFORMANCE AREAS

1. Strategic and Operational Planning Alignment

• Provide coordination to the Group Executive’s office, enabling disciplined execution of divisional priorities, governance commitments and executive deliverables.
• Coordinate the development of the division’s short-, medium- and long-term plans, including decadal strategy priorities, planning sessions and final divisional plans aligned to the corporate plan and Bank strategy.
• Coordinate and consolidate inputs for the Divisional Balanced Scorecard and annual priorities, ensuring alignment to DBSA’s strategy, the Digital & Business
• Transformation roadmap, decadal strategy and priority outcomes.
• Synthesize inputs from technology, data, business and operational streams into clear executive dashboards, decision notes, progress reports and narratives for the Group Executive, Exco, Board subcommittees and other stakeholders.
• Track performance against the balanced scorecard, digital programme milestones, decadal priorities and key divisional projects; highlight risks, dependencies, decisions required and corrective actions.
• Coordinate divisional budget planning, expenditure tracking and financial reporting inputs in consultation with the Group Executive and relevant finance stakeholders.
• Conduct targeted research on digital, technology, regulatory and market developments affecting the division and convert insights into concise briefing notes for decision-making.
• Drive disciplined executive-office operating rhythms, templates, action tracking and information flows that improve divisional efficiency, governance readiness and delivery focus.

2. Governance Support and Risk Management

• Coordinate and quality assure the division’s Exco, Board, Board subcommittee and other stakeholder submissions, packs and reports by obtaining timely inputs from divisional management and subject matter experts.
• Track governance resolutions, decisions and action items; follow up with accountable owners and provide concise progress updates to the Group Executive.
• Coordinate the divisional risk register, risk matrix, audit feedback and assurance actions, ensuring risks, controls and mitigation actions are current and reported through appropriate governance forums.
• Coordinate internal and external audit review processes and liaise with unit heads to consolidate feedback.
• Ensure governance submissions reflect the division’s role in enterprise-wide digital enablement, compliance, cyber resilience, data governance and transformation delivery.

3. Administrative and Operational Efficiencies

• Develop specific templates for the division for standardisation of reporting and administrative efficiency.
• Administer the document management system to secure/ store data and provide a platform for sharing division information.
• Work with the Group Executive to support the planning and execution of day-to-day work routines and key deliverables.
• Management of the office with specific reference to the following:
• • Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up;
    • Draft and edit all communication (letters, routine correspondence) from the Office of the Group Executive for approval; and
    • Provide inputs, review and quality assurance of all documents and reports.
• Prepare, coordinate and quality assure tender, procurement and contract-related documents on behalf of the Group Executive, ensuring compliance with procurement policy, delegations and governance requirements.

4. Stakeholder Engagements

• Manage and coordinate the Group Executive’s engagements with internal and external stakeholders, ensuring consistent messaging, timely follow-up and executive readiness.
• Prepare briefing packs, presentations, speaking notes and stakeholder reports for workshops, conferences, meetings and governance engagements in consultation with subject matter experts and divisional management.
• Develop and maintain a stakeholder engagement framework for the division, including engagement plans, reporting cadence, decision logs and communication protocols.
• Communicate the digital programme, progress, risks, benefits and priorities clearly and consistently to defined stakeholder groups.
• Perform other executive coordination, strategic support and divisional operations duties as assigned by the Group Executive.

Key Measurements of Outputs

• Executive, Exco, Board subcommittee and stakeholder packs are accurate, complete, decision-ready and submitted on time.

• Divisional scorecard, decadal priorities and digital programme milestones are tracked with clear risks, dependencies and actions.

• Progress reports on key divisional projects are timely, concise and insight led.

• Governance decisions, audit actions, risks and procurement requirements are tracked and closed within agreed timeframes.

• Digital programme messaging is accurate, consistent and tailored to stakeholders.

• Executive office operations are confidential, well controlled, responsive and professionally managed.

Expertise & Technical Competencies

Minimum Qualification

• A Bachelor’s Degree in Business Administration, Information Technology, Computer Science, Project Management, Governance, Finance or a related field.

Minimum Experience

• A minimum of 8 years’ experience in executive coordination, Chief-of-Staff, executive office, strategic support or divisional operations roles, of which at least 5 years must have been within a technology, IT or digital transformation environment.
• Proven experience supporting C-suite executives or senior leadership in a medium to large organisation, ideally within a CIO, CDO, CTO or Transformation Office, and preferably in banking, DFI or regulated financial services environments.
• Demonstrated experience preparing Board, Exco, Board subcommittee and executive-level reports, packs, submissions, dashboards and presentations.
• Strong understanding of digital technologies, enterprise systems, data platforms, cyber risk, technology governance and digital transformation delivery.
• Hands-on exposure to at least one end-to-end digital transformation programme (e.g. core banking or ERP modernisation, CRM, cloud migration, intelligent process automation, data and analytics or AI initiatives), including coordination through a Transformation Office or PMO, tracking of milestones and dependencies, and reporting on benefits realisation and change adoption.
• Experience supporting technology governance structures such as IT/Digital Steering Committees, Architecture Review Boards, Change Advisory Boards and Board IT or Risk subcommittees, including the preparation of technology investment cases, status reports and decision papers.
• Experience c