Office Manager

Roles and responsibilities

• Execute administrative and secretarial responsibilities, including managing calendars and schedules, scheduling and modifying appointments, accurately documenting and relaying messages from clients via phone, email, and in person. Manage office emails and correspondences, with an emphasis on prioritizing and responding to urgent matters in a timely manner.
• Facilitate effective communication across teams by ensuring accurate and timely dissemination of essential information.
• Maintain a log of the CEO directions and the status of each including the co-ordination with internal departments on tasks assigned by the CEO Office.
• Provide support with team engagement activities and departmental gatherings as per departmental plan and ensure its smooth operations.
• Follow-up on messages, issues and conduct various administration tasks through effective co-ordination thus ensuring on time completion of work in an effective manner.
• Co-ordinate and schedule departmental meetings, prepare meeting agenda, follow up on attendance and record minutes of meeting ensuring efficiency.
• Handle business travel plans and arrangements including air tickets, hotel rooms and conference registering/ business meeting arrangements to ensure on time procurement of everything and thereby help in smooth transaction.
• Manage Office purchases, expenditure, and budgets. Tabulate and retrieve all official expenses on regular basis through submissions to finance team and maintain logs for recording and accurate processing of financial transactions
• Collect and analyze information, prepare and submit reports presentations, letters, agendas, memos; routing to appropriate personnel in a timely and efficient manner. Ensure that relevant management information is responded positively.
• Organize and manage accurate database and filling system to store departmental files and documents in a confidential manner and maintain records (physical and digital filing) of all departmental correspondence, documents & reports ensuring easy retrieval.
• Draft and proofread letters, emails and other communications to ensure accuracy and professionalism.
• Co-ordinate with Stakeholders on assigned tasks by head of department and support functions with tracking, reporting, and internal communication and team concerns if any.
• Create purchase orders (PO) on Tahweel system and monitor their status to ensure on-time fulfilment.
• Responsible for handling sensitive information with discretion and maintain confidentiality at all times. Uphold privacy standards and ensure that confidential information is protected at all times.

Desired candidate profile

• Bachelor’s degree in business administration, management, office management, or related field.
• Any relevant certification such as Certified office manager (COM)/ Certified Administrative Professional (CAP)- preferred.
• Min 4-6 years’ experience in general administration; with at least 2 years' experience in office administration in CEO office.
• Proficient in MS Office – full suite, calendar and scheduling tools
• Telephone and office etiquettes
• Proficiency in writing English and Arabic letters
• Excellent verbal and written communication skills (both English and Arabic)
• Well versed in document management systems to store, retrieve, and manage digital files and records
• Attention to detail and quality.
• Strong customer service and social skills
• Exceptional organizational and time-management skills
• Ability to multitask and prioritize task effectively.
• Ability to establish and maintain professional relationships.
• Flexible to handle changing priorities, tasks, and responsibilities.
• Effective conflict resolution