Executive Office Manager

Company: Al Futtaim Private Company LLC

Overview of the Role:

The Office Manager provides comprehensive executive, administrative, and clerical support This role requires a high level of professionalism, discretion, and judgment, as it involves handling sensitive information and interacting with senior stakeholders. The Office Manager ensures the smooth and efficient functioning of the office by managing schedules, communications, travel arrangements, reports, and office operations, enabling the Director to focus on strategic priorities.

What You Will Do:

Executive & Administrative Support

• Act as the first point of contact for her manager, liaising with internal and external stakeholders.
• Draft and prepare correspondence, official letters, reports, agendas, and presentations.
• Manage incoming calls, emails, and inquiries with professionalism and discretion.
• Maintain confidentiality and ensure all administrative tasks are handled efficiently and accurately.

Schedule & Meeting Management

• Maintain and manage the Director’s daily calendar and appointments.
• Arrange meetings, prepare agendas, and ensure the Director is fully briefed.
• Attend meetings when required to record minutes and follow up on action points.
• Ensure meeting documentation is circulated promptly and accurately.

Travel Coordination

• Plan and coordinate travel arrangements, including ticket and hotel bookings, visas, and related documentation, in line with company policy.
• Prepare travel expense reports and ensure compliance with the company’s travel policy.
• Optimize travel itineraries for cost-effectiveness and business efficiency.

Office & Resource Management

• Oversee the upkeep of the Director’s office, ensuring all equipment and facilities are in proper working condition.
• Manage office supplies, including stationery and groceries, ensuring cost efficiency.
• Maintain effective office systems for filing, data management, and document circulation.

Reporting & Documentation

• Support the preparation of executive-level reports, presentations, and tracking tools.
• Ensure reports and deliverables are completed accurately and on time.
• Coordinate document flow and maintain organized filing systems for easy retrieval.

Required Skills to Be Successful:

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Strong interpersonal skills and ability to work across different teams.\

What Qualifies You for the Role:

Experience:

• 6-10 years' of relevant experience, including at least 2 years as a Personal Assistant or Executive Secretary supporting senior management in a large, fast-paced organization.

Skills & Competencies:

• Excellent communication and presentation skills.
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy.
• Professional demeanor and strong business acumen.
• Team player with a proactive and solution-oriented mindset.