Manager - Correspondence & Records Management

Position Overview

We are seeking a highly organized and detail-oriented Manager - Correspondence & Records Management to oversee the executive correspondence, document control, records retention, and archiving activities within the CEO Office. In this pivotal role, you will ensure that official information is processed accurately, controlled effectively, and maintained securely while adhering to organizational standards and regulatory requirements. Your leadership will be instrumental in maintaining the integrity, accessibility, and confidentiality of critical records and communications, supporting the CEO Office in delivering exceptional administrative and operational excellence.

Key Responsibilities

The successful candidate will be responsible for the following core functions:

• Executive Correspondence Management:
  • Oversee the receipt, review, routing, issuance, and tracking of all executive correspondence within the CEO Office.
  • Ensure timely and accurate processing of incoming and outgoing correspondence in alignment with established deadlines.
  • Validate correspondence for completeness, appropriate routing, and readiness for submission or issuance.
  • Monitor outstanding correspondence, pending responses, and required actions, escalating delays or unresolved matters as necessary.
  • Maintain comprehensive visibility of correspondence status, priorities, and dependencies to facilitate timely follow-up and management oversight.
• Editorial Standards & Quality Assurance:
  • Lead the proofreading and editing of executive correspondence and related documents prior to submission or issuance.
  • Ensure written materials meet linguistic accuracy, clarity, consistency, tone, formatting, and completeness standards.
  • Verify compliance with approved templates, editorial guidelines, and communication protocols.
  • Collaborate with document owners to coordinate necessary revisions while preserving the original intent and accountability of the originating department.
  • Uphold uniformity in language, presentation, and quality across all correspondence processed through the CEO Office.
• Document Control & Records Management:
  • Administer document control and records management processes for executive correspondence and official CEO Office records.
  • Ensure accurate registration, referencing, classification, indexing, and maintenance of documents.
  • Manage version control, document status, and supporting records throughout the entire correspondence lifecycle.
  • Monitor document registers for accuracy and address any control deficiencies proactively.
  • Implement and enforce appropriate access controls to safeguard confidential and sensitive documents.
• Records Retention & Archiving:
  • Supervise the retention and archiving of both physical and electronic records in accordance with organizational policies.
  • Ensure finalized records are transferred, preserved, retained, or disposed of in strict compliance with authorized procedures.
  • Develop and maintain systematic archives that enable efficient and accurate retrieval of historical records.
  • Assess the completeness, condition, and organization of archived records and initiate corrective measures as needed.
  • Facilitate authorized archive searches and retrieval requests while ensuring the confidentiality of sensitive information.
• Stakeholder Collaboration & Alignment:
  • Engage with relevant stakeholders to gather input, clarify requirements, and follow up on pending actions to expedite the completion of executive correspondence.
  • Develop and implement strategic workplans to allocate activities across the Correspondence & Records Management team in alignment with CEO Office priorities.
  • Monitor workloads, processing timelines, service quality, operational risks, and interdependencies across correspondence and records management functions.
  • Resolve operational challenges and propose process improvements to enhance accuracy, timeliness, control, and information organization.
  • Prepare and present periodic updates on correspondence status, records management activities, performance issues, and matters requiring executive attention.

Qualifications & Experience

To qualify for this role, candidates must meet the following criteria:

• Education: A Bachelor’s degree in Business Administration, Public Administration, Management Information Systems, or a related field is required. A Master’s degree (MBA or equivalent) in a relevant discipline is highly desirable.
• Experience: A minimum of six years of progressive experience in correspondence management, document control, or records administration, with at least two years in a supervisory or managerial capacity.
• Core Competencies:
  • Exceptional attention to detail and strong organizational skills.
  • Proven ability to manage high-volume correspondence and complex records systems.
  • Proficiency in using document management software and office productivity tools.
  • Strong written and verbal communication skills with a focus on clarity and professionalism.
  • Demonstrated leadership in driving process improvements and operational efficiency.
  • Commitment to maintaining confidentiality and adhering to compliance standards.

This role offers a unique opportunity to contribute to the strategic operations of the CEO Office while playing a critical role in preserving institutional knowledge and facilitating effective communication at the highest level of the organization.