Office Manager

Job Description

Position Profile / Job Purpose: This role is based in the Chairman?s office and requires leadership and personality to handle the reception and office management in a confident and structured manner.The Office Manager (OM) provides assistance to the Chairman of the Group. She will be trusted with complex duties and sensitive information from the Chairman. In addition to general administrative work, the OM will be in charge of scheduling meetings, taking minutes during sessions, maintaining databases, compiling reports, and preparing presentations for the Chairman. Must be adapted to working in a high paced professional, demanding, and international environment.Working Hours:48 hours/week exclusive of meal breaks, 5 days/week. Work schedule depends upon the volume of business and flow of work in Chairman?s office. The position will demand flexibility in working hours, as and when required.Primary Responsibilities:

• Ensuring the smooth-running of the Chairman?s office.

?????????Must answer all calls in a professional manner and handle the office efficiently.?????????Managing, organizing and coordinating all administrative activities of the office to facilitate the smooth running and function of the whole office and to ensure work is being executed efficiently, accurately and in a timely manner.

• Acting as the point of contact between the Chairman and internal executives and/or external clients.
• Organizing meetings for the Chairman and booking meeting rooms.
• Handling correspondence directed to managers/business heads.
• Making travel/hotel arrangements and detailed travel itineraries for the Chairman
• Taking dictation/self-correspondence.
• Transcribing and distributing minutes of meeting with action plan and following up with the executives for status on action taken.
• Preparing professional and effective PowerPoint presentations.
• Capturing data and preparing reports in Excel.
• Understanding and compiling financial reports, knowledge of financial reporting and providing financial analysis
• Liaise with managers for weekly/monthly report submission timeline and ensure that they adhere to deadlines.
• Maintaining the filing and database system and looking for ways to improve current systems.
• Be able to comment on a draft presentation, produce and manage documents from content and layout perspective.
• Ensure all outgoing correspondence, reports, submissions, and briefings submitted to the Chairman conform to the organization?s standard presentation, style, format, and content protocols.
• Overseeing the movement of files and documents both electronic and hard copy to and from the Chairman?s office.
• Handle personal tasks for the Chairman.
• Able to respect and follow boundaries of being confidential and work with integrity.
• Maintain confidentiality of highly sensitive information.
• Responsible for organizing the office operations and procedures immaculately, in order to ensure business effectiveness and work efficiency.
• Provide a full range of administrative and support services, including filing and records management, faxing, mail, customer databases, photocopying.
• Review and record all incoming correspondence and emails, including allocating, redirecting to appropriate offices for action and following up on the preparation of responses.
• Should advocate as a professional OM/Executive Assistant and be well-presented at all times.
• Be aware of DIFC rules and regulations.
• Ensure that Office is always clean, organized and well-maintained.
• Order and maintain stock of office supplies, stationaries, business card stock etc.
• Handle the petty cash float, office expenses and expense statements.
• Maintain office assets and equipment, printers, computers,?copy machine ,?coffee machine , projectors ..etc
• Act as an Ambassador for Skelmore holding office.?

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