Institute Coordinator & Executive Assistant

A BOUT THE INSTITUTE & ROLE OPERATIONSThe 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 informationPROGRAMME & 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 reportsEVENTS & WORKSHOP COORDINATIONSupport planning and execution of leadership events Coordinate venue bookings and vendor managementPrepare event materials and participant packs Support event-day logistics and feedback tracking COMMUNICATION & STAKEHOLDER MANAGEMENTServe as first point of contact for programme enquiriesManage participant communication professionallySupport relationship management with clients and partners Maintain post-programme and post-event relationships Maintain contact databasesINSTITUTE 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