Executive Office Manager

Job Objective:

To supervise the workflow within the Executive Director’s office by organizing administrative tasks, coordinating meetings, managing correspondence and files, and ensuring the provision of full administrative support to the Executive Director, in order to achieve the highest levels of efficiency and professionalism in the work environment.

Detailed Duties and Responsibilities:

• Organize the daily agenda of the Executive Director, including meetings, interviews, and official appointments.
• Coordinate meetings, prepare minutes, document key discussion points, and follow up on the implementation of issued recommendations.
• Manage incoming and outgoing communications and correspondence, ensuring responses are made according to approved policies.
• Organize and maintain the Executive Office’s files and records, ensuring confidentiality and ease of access.
• Receive visitors and clients, and professionally schedule their meetings with the Executive Director.
• Organize travel arrangements for the Executive Director (flight bookings, hotel reservations, travel itinerary, transportation, etc.).
• Prepare periodic and special reports upon request, and provide necessary information to support decision-making processes.
• Supervise the administrative team (secretaries, reception staff, etc.), if available.
• Coordinate internally between departments to ensure smooth workflow and submit required reports to senior management.
• Follow up on the implementation of office policies and procedures and update them when necessary.

Qualifications:

• Bachelor’s degree in Business Administration or any relevant administrative field.
• 3 to 5 years of experience in office management or executive support.
• Proficiency in Microsoft Office programs (Word, Excel, PowerPoint, Outlook).
• Excellent command of English (spoken and written).
• Preferred: Training courses in office management or executive secretarial work.

Skills and Competencies:

• Strong organizational and effective time management skills.
• Excellent communication skills (verbal and written).
• Ability to maintain confidentiality and handle sensitive information.
• Analytical thinking and decision-making skills.
• Flexibility in performing tasks and ability to work under pressure.
• High level of professionalism and presentable appearance.

Nature of Work: Full-time – occasionally requires flexibility outside of regular working hours as needed.