Description:
The Office Manager / Executive Secretary will provide high-level administrative support to senior management and oversee the smooth operation of the office. This role involves managing daily administrative tasks, organizing meetings, maintaining office supplies, and ensuring effective communication between departments. The ideal candidate will be well-organized, proactive, and capable of multitasking in a fast-paced environment.
Key Responsibilities
Executive Support
- Manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare, edit, and distribute correspondence, reports, presentations, and other documents.
- Act as the point of contact between executives and internal/external stakeholders.
- Handle confidential information with discretion.
Office Management
- Ensure the office is well-maintained and supplies are restocked as necessary.
- Manage office budgets, track expenses, and coordinate office services (e.g., cleaning, maintenance).
- Oversee administrative staff and delegate tasks to ensure smooth office operations.
- Liaise with vendors and service providers, negotiating contracts where needed.
Meeting & Event Coordination
- Organize and prepare materials for internal and external meetings.
- Take minutes, track action items, and follow up on deadlines.
- Coordinate company events, conferences, and other activities as required.
Document Management
- Maintain and organize office files, ensuring documentation is properly stored and easily accessible.
- Update office policies, procedures, and manage internal communications.
Communication & Liaison
- Serve as the primary point of contact for the executive office, managing phone calls, emails, and inquiries.
- Facilitate communication between the executive office and various departments.
Special Projects
- Assist in coordinating and executing special projects as assigned by the executive team.
- Provide administrative support for strategic initiatives and ensure follow-through on key actions.
Qualifications & Skills
- Education: Bachelor's degree in Business Administration, Office Management, or related field preferred.
- Experience: Minimum of 3-5 years of experience as an Office Manager, Executive Assistant, or similar role.
- Skills:
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to work independently and under pressure
- Discretion and trustworthiness in handling confidential matters
- Strong problem-solving and decision-making abilities
Competencies
- Time Management: Ability to prioritize and handle multiple tasks efficiently.
- Attention to Detail: High level of accuracy in work and ability to spot errors.
- Professionalism: Maintain a high degree of professionalism in appearance, communication, and conduct.
- Team Player: Collaborates effectively with other departments and colleagues.