Office Manager Required in Dubai - Dubai
Office Manager Required in Dubai
Role Purpose
The role holder is responsible for providing efficient office support to the CEO and their peers, managing resources and acting as the focal point for handling communications with internal as well as external stakeholders. The role holder plans and manages the CEO’s annual calendar, manages stakeholders, channels escalations, coordinates with various departments and prepares consolidated reports to support the CEO in daily management of the function.
Key Responsibilities/Accountabilities
Core Responsibilities
CEO Support- Executive Assistant
Provide full administrative support to the CEO in all daily requirements that include prioritizing emails, diary management, scheduling appointments or meetings, travel arrangements, other general and official correspondence etc. in order to provide assistance in day-to-day activities and ensure smooth operations and efficiency.
Generate, consolidate, and summarize miscellaneous reports and documents as necessary for CEO’s review and decision making. This includes following up information requested from the respective department heads / teams.
Review, screen and prioritize documents submitted for CEO’s endorsement or approval in agreement with the company DOA, Policies and Procedures
Organize and arrange team workshops, year-end gatherings, team building activities for the Department.
Organize, arrange, and prepare documentation for meetings and presentations (both internal & external) in order to ensure the achievement of objectives for each meeting/presentation in all necessary pre & post meeting action is completed.
Handle all internal and external communication to internal teams including specified external business partners.
Provide admin support for all events attended by the CEO such as preparing agenda for events, list of attendees, CEO speech, marketing activities, follow up etc.
Screen and summarize press releases, Interviews and all PR/Events related communication and suggest amendments to the CEO where required.
Handle business enquiries and complaints on behalf of CEO, coordinate with the concerned departments and ensure all complaints and issues are resolved and handled in a professional manner.
Manage and organize board meetings and ensure attendance, actions list, follow ups records and minutes of the meetings are documented and well maintained for all boards that CEO is member in
Coordinate and attend management committees with the CEO, conference, training as requested and communicate/follow up on plans to ensure timely implementation of action goals.
Collaborate with the respective Department heads to keep track of the department’s key performance indicators and submit quarterly reports to CEO highlighting the status updates.
Manage and constantly update CEO’s contact database and related information.
Maintain records and acknowledge gifts for special memorials and other individualized projects.
Contribute towards enhancement of systems, procedures and policies in collaboration with Business Excellence team in order to ensure continuous development of processes, data accuracy, internal controls and protection of organization’s interest.
Office Manager Support Function of the Department
Complete numerous and diverse range of tasks such as approvals on invoices etc. in order to ensure timely submission for payment. Tabulate and retrieve all official expenses on a regular basis through submission on time by Raising PR, LPOs and placing GRN in the Oracle system and act as the custodian of Petty Cash.
Assist the CEO’s direct reports in all administrative and organizational matters in an efficient and effective manner in order to support department’s administrative requirements.
Provide administrative support to the team through inventory management of office supplies and replenishment, filing (hard and soft), procurement, internal mails, courier and liaise with facilities management for smooth running of the department.
Act as the department’s point of contact with Procurement in proactively maintaining outsource / vendor staff contract renewals for outsource services.
Act as the Engagement Champion for the department and handle all engagement aspects such as coordination of team recognition and Gallup action list.
Coordinate with the L&D function for arranging Learning and Development sessions and planning individual training schedules for the team for both overseas and in-house sessions
Knowledge & Experience
Minimum Qualification:
Bachelors’ degree in business administration or any related discipline is preferred
Experience:
Minimum 5 years of experience in an office manager or similar role.
Technical Competencies:
Excellent oral and written communication skills.
Problem solving skills.
Strong planning and organizing skills.
Excellent customer service skills.
Excellent time management skills.
Ability to multi-task and work under pressure.
Good MS Office skills
Customer Focus
Results Orientation
Business Awareness
Curious & Creative
Sense of Urgency
Adaptability & Flexibility
Builds Relationships
Empowerment
Problem Solving & Decision Making
Planning and Organizing
Communication Skills
Teamwork
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https://ae.linkedin.com/jobs/view/office-manager-at-confidential-3399016781?
