office manager executive assistant

Atrium

<div>
 Our client is a global consulting firm known for driving business transformation and innovation. The company partners with diverse clients to deliver strategic solutions. They are looking to add an
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  Office Manager/Executive Assistant
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 to their team. Employees thrive in a collaborative, growth-focused environment.
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  Salary/Hourly Rate
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 $35/hr - $40/hr
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  Position Overview
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 The Office Manager/Executive Assistant provides high-level administrative support to executives and manages office operations. This role ensures efficient scheduling, correspondence, and office services, supporting organizational goals and executive productivity.
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  Responsibilities Of The Office Manager/Executive Assistant
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   Manage and maintain executives' schedules and calendars.
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   Arrange travel, meetings, and conference calls.
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   Prepare invoices, reports, memos, letters, and financial statements.
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   Coordinate office services, including records, finances, and personnel issues.
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   Answer phone calls, direct calls, and greet visitors.
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   Prepare agendas and make arrangements for meetings and events.
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   Conduct research, compile data, and prepare papers for executive review.
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   Organize and prioritize work to meet deadlines and goals.
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   Acquire, distribute, and store office supplies.
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   Analyze internal processes and recommend improvements.
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   Direct administrative or support services.
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 </ul>
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  Required Experience/Skills for the Office Manager/Executive Assistant:
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 <ul>
  <li>
   Strong organizational and multitasking abilities.
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   Proficiency in Microsoft Office Suite and office technology.
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   Excellent written and verbal communication skills.
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   Ability to manage confidential information.
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   Experience in scheduling and calendar management.
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   Attention to detail and accuracy.
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   Problem-solving and decision-making skills.
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   Minimum 3 years in an administrative or executive support role.
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 </ul>
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  Preferred Experience/Skills for the Office Manager/Executive Assistant:
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 </strong>
 <ul>
  <li>
   Experience in a consulting or professional services environment.
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   Supervisory experience with clerical staff.
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   Familiarity with ERP and database management systems.
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   Project management exposure.
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   Experience with event planning and office operations.
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 </ul>
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  Education Requirements:
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   Bachelor's degree in Business Administration, Management, or a related field is required.
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   Equivalent experience may be considered.
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 </ul>
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  Benefits:
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   Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
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  </li>
 </ul>
 By applying to this job, you agree to receive calls, AI-generated calls, text messages, and/or emails from Atrium and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to opt out on any message you receive. For more details, please review our Terms of Use and Privacy Policy .
 <br/>
 <br/>
 As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
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 EOE/M/F/D/V/SO
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 Position ID: 388838
</div>


Office Manager/Executive Assistant - 388838

Big Brothers Big Sisters

<p><b>Overview</b><br/>We are seeking a dynamic and highly organized Office Manager / Executive Assistant to join our team! This vital role combines office management with executive administrative support, ensuring our daily operations run smoothly and efficiently. The ideal candidate will be proactive, detail-oriented, and possess a passion for creating a productive work environment. You will serve as the backbone of our office, managing schedules, coordinating projects, and providing exceptional support to leadership. This paid position offers an exciting opportunity to contribute to a thriving organization while honing your skills in a fast-paced setting.</p><p><b>Duties</b></p><ul><li>Oversee daily office operations, including supply management, filing systems, and front desk responsibilities to maintain a welcoming and organized environment</li><li>Manage complex calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision</li><li>Coordinate various projects and events from planning through execution, ensuring deadlines are met and logistics are handled seamlessly</li><li>Provide executive administrative support by preparing correspondence, proofreading documents, transcribing meetings, and managing phone etiquette on multi-line phone systems</li><li>Handle bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic financial recordkeeping</li><li>Assist with personal assistant duties such as travel arrangements, personal scheduling, and confidential task management</li><li>Maintain accurate data entry records and ensure all filing is up-to-date for easy retrieval and compliance purposes</li></ul><p><b>Skills</b></p><ul><li>Proven experience in office management or administrative roles with strong organizational skills</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools for document creation and collaboration</li><li>Skilled in calendar management, including scheduling meetings and coordinating multiple priorities efficiently</li><li>Excellent communication skills with professional phone etiquette across multi-line phone systems</li><li>Experience with bookkeeping software like QuickBooks for financial transactions and recordkeeping</li><li>Strong attention to detail in proofreading, transcription, and data entry tasks</li><li>Ability to handle clerical responsibilities such as filing, data management, and front desk duties confidently</li><li>Knowledge of project coordination techniques to support team initiatives effectively</li><li>Familiarity with office technology including Microsoft Outlook Calendar and DocuSign for digital signatures</li><li>Customer service orientation to assist visitors or clients warmly while maintaining professionalism</li></ul><p>Join us in this energetic role where your organizational prowess will directly impact our success! We value proactive individuals who thrive on multitasking and delivering exceptional support. If you&rsquo;re ready to be an essential part of a vibrant team dedicated to excellence&mdash;apply today!</p><p>Pay: $24.34 - $26.52 per hour</p><p>Benefits:</p><ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Flexible schedule</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Professional development assistance</li><li>Vision insurance</li></ul><p>Work Location: Hybrid remote in Sacramento, CA 95825</p>

Office Manager / Executive Assistant

Leap Clixx

<p><b>Office Manager / Executive Assistant</b></p><p>Location: St. Louis, MO</p><p>Experience Level: 2+ years</p><p>Compensation: Starting at $65,000 + Bonus</p><p>Approximate Hours per Week: Full Time, 40 Hours / Week</p><p><b>ABOUT AGILE &amp; CO</b></p><p>Agile &amp; Co is a digital marketing agency that manages advertising, SEO, and lead generation for service-based businesses across the country. We&rsquo;re a lean, high-performing team that punches well above its weight. If you thrive in an environment where no two days look the same and you take pride in keeping things running smoothly behind the scenes, this role was made for you.</p><p><b>THE ROLE</b></p><p>We&rsquo;re looking for an Office Manager / Chief of Staff who will serve as the operational backbone of the agency. This person sits at the intersection of executive support, financial operations, team oversight, and office management. You&rsquo;ll support the founder directly while also keeping the broader team on track and unblocked.</p><p>This is not a &ldquo;sit at the desk and answer phones&rdquo; role. You&rsquo;ll be deep in ad account budgets one moment, reviewing the founder&rsquo;s calendar the next, and coordinating a team outing by the afternoon. The common thread across everything you do: precision, ownership, and a genuine willingness to help wherever help is needed.</p><p><b>WHAT YOU&rsquo;LL OWN</b></p><p><b>Executive Support</b></p><p>Manage the founder&rsquo;s calendar, travel, and communications. Own the full sales support cycle from initial outreach emails through proposal creation (at the direction of sales), signing, and client introductions. Handle access requests and serve as the first line of organization for all things running through the founder&rsquo;s desk.</p><p><b>Financial Operations</b></p><p>Process client payment forms, one-time invoices, and budget changes. Manage credit cards across advertising accounts adding, removing, auditing for accuracy, and following up on declined transactions. Pay office bills and remote team members weekly. Keep financial operations tight and organized.</p><p><b>Team Support &amp; Oversight</b></p><p>Audit and monitor project management tasks across the team, checking in on outstanding items and ensuring nothing falls through the cracks. Review content drafts, manage time tracking and deliverable quality, and handle onboarding for new team members. Step into the Communications Team inbox when someone is out or backup is needed. Manage 2FA codes, tool signups, and Google Workspace updates for the team.</p><p><b>Office Management</b></p><p>Schedule and prepare agendas for internal meetings. Own time tracking, job postings, and interview scheduling. Plan quarterly team outings, keep the office stocked and running, and maintain up-to-date client tier documentation.</p><p><b>WHO YOU ARE</b></p><ul><li>You have an extreme attention to detail. Not &ldquo;pretty good&rdquo; attention to detail - extreme. Budgets, proposals, invoices, and audits demand precision, and you deliver it consistently.</li><li>You&rsquo;re the person who jumps in and helps, even when the task isn&rsquo;t in your wheelhouse. You figure it out, ask the right questions, and get it done without waiting to be told.</li><li>You bring a positive, steady energy every single day. The role touches every corner of the business, and your attitude sets the tone for the people around you.</li><li>You&rsquo;re highly organized and can juggle competing priorities without letting things slip. You have a system for everything and you trust your system.</li><li>You&rsquo;re comfortable working across tools and platforms - ad accounts, project management software, spreadsheets, CRMs, and you pick up new ones quickly.</li><li>You communicate clearly and proactively. If something&rsquo;s off, you flag it. If something&rsquo;s done, you confirm it. No one has to wonder where things stand with you.</li></ul><p><b>NICE TO HAVE (BUT NOT REQUIRED)</b></p><ul><li>Experience in a digital marketing agency or advertising environment</li><li>Familiarity with Google Ads, Meta Ads, or other paid media platforms</li><li>Experience with project management tools (Teamwork, Asana, Monday, etc.)</li><li>Background in bookkeeping, office administration, or executive assistance</li><li>Comfort reviewing written content for quality and completeness</li></ul><p><b>HOW TO APPLY</b></p><p>Send your resume and a brief note on why this role excites you to careers [at] agileandco.com. We&rsquo;re not looking for a cover letter essay; just tell us who you are and what makes you great at this kind of work.</p><p>Job Type: Full-time</p><p>Pay: From $65,000.00 per year</p><p>Benefits:</p><ul><li>Dental insurance</li><li>Flexible schedule</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul><p>Work Location: In person</p>

Sheradon Enterprises & Associates, Inc.

<p><b>Pay:</b> $55,000.00 - $60,000.00 per year</p><p>Job description:</p><p>About Us</p><p>We are a growing, family-operated men&rsquo;s apparel brand serving over 350 stores nationwide. Our office is the center for business operations, from accounting and logistics to customer service and sales support. We&rsquo;re looking for an Office &amp; Accounting Manager who&rsquo;s detail-oriented, dependable, and ready to make an impact in a small, collaborative environment.</p><p>Key Responsibilities</p><ul><li>Oversee daily office operations and maintain organized workflows</li><li>Manage accounts payable, receivable, and general bookkeeping in QuickBooks</li><li>Process invoices, purchase orders, and bank reconciliations</li><li>Support sales team with order processing, customer communications, and reports</li><li>Handle vendor coordination, shipping documentation, and office inventory</li><li>Prepare internal reports and assist with month-end financial tasks</li></ul><p>Qualifications</p><ul><li>3+ years of experience in office management, bookkeeping, or administrative support</li><li>Proficiency with QuickBooks (required)</li><li>Strong organizational and multi-tasking skills</li><li>Excellent communication and problem-solving abilities</li><li>Experience in fashion, wholesale, or retail a plus</li></ul><p>Benefits</p><ul><li>Competitive pay ($55,000&ndash;$60,000 DOE)</li><li>Paid time off and employee merchandise discount</li><li>Supportive, professional office culture</li><li>Opportunities for growth in accounting, operations, or sales administration</li></ul><p>Work Environment</p><ul><li>Fully on-site position - 9am-6pm - M-F</li><li>Free parking and easy access to local transportation</li><li>Small team, entrepreneurial culture, and stable, long-term opportunity</li></ul><p>Job Type: Full-time</p><p>Benefits:</p><ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul><p>Application Question(s):</p><ul><li>QuickBooks</li></ul><p>Work Location: In person</p><p>Pay: $55,000.00 - $60,000.00 per hour</p><p>Benefits:</p><ul><li>Dental insurance</li><li>Health insurance</li><li>Vision insurance</li></ul><p>Work Location: In person</p>

Kimberly-Clark

<div><p>You&rsquo;re not the person who will settle for just any role. Neither are we. Because we&rsquo;re out to create Better Care for a Better World, and that takes a certain kind of person and teams who care about making a difference. Here, you&rsquo;ll bring your professional expertise, talent, and drive to building and managing our portfolio of iconic, ground-breaking brands.</p><p></p><p>
The Office Manager/Executive Assistant II position will provide highly skilled and confidential administrative support to the Customer Vice President and their direct reports: Chief of Staff, two Business Vice Presidents and a Senior Director. As Office Manager, the Executive Assistant oversees daily operations, manages administrative tasks, indirectly supports a team of over 75 people, and ensures a smooth workflow within the office environment.</p><p></p><p>
In this role, you will:</p><p><b>
Support the Customer Vice President and their Direct Reports by:
</b></p><ul><li>Manage the leader&rsquo;s day to day calendar &ndash; Scheduling meetings and other appointments. This includes setting up travel, conference rooms, and resources for the meeting. Confirms there are no scheduling conflicts and that the leader knows where they need to be and at what time.</li><li>
Assists the leader in meeting preparation for their meetings (e.g., has the PPO of the meeting, pre-reads, briefings, etc.). Assemble packets of information and materials including itineraries.</li><li>
Prepares department, staff, and other large-scale team and customer meetings including scheduling the required conference space, facilitating meals and refreshments, and managing the budget for these meetings and/or conferences.</li><li>
Has calendar access and assists in scheduling meetings or resolving conflicts.</li><li>
Works with other Executive Assistants internal and external to review calendars, provide availability and schedule meetings.
</li><li>Act as the point of contact between leaders, employees and customers, protecting the leader&rsquo;s calendar and time.</li><li>
Prepares travel arrangements and takes care of all logistics.</li><li>
Monitors, tracks, and processes the leader&rsquo;s expense reports.</li><li>
Acts as a liaison between the leader and Talent Acquisition team to schedule interviews for open roles.</li><li>
Works with the leader to create and send any communication on their behalf to the organization.</li></ul><p></p><p><b>
Supports Chief of Staff, Business Vice Presidents, and Senior Director:</b></p><ul><li>
Helps with large internal and customer meetings as well as reoccurring meetings.</li><li>
Has calendar access and assists in scheduling meetings or resolving conflicts as requested.</li><li>
Works with other Executive Assistants internal and external to review calendars, provide availability and schedule meetings.
</li><li>Processes expenses and travel as requested.</li><li>
Assigned projects as requested.</li><li>
Assists in the recruiting of new hires and the onboarding process for the leader&rsquo;s direct reports and their teams.</li></ul><p></p><p><b>
Digital Technology and Data Communications
</b></p><ul><li>Orders and manages IT equipment and peripherals.</li><li>
Answers IT questions from the team and directs them to the right support.</li><li>
Works with IT support teams for on-site internet and infrastructure updates and issues.
</li><li>Recycles old IT equipment.</li><li>
Group Manager: Create and upkeep distribution lists and provide access to shared sites.</li><li>
Teams: Owns and supports Team sites. Supports local team and directs them to the right support.</li><li>
Conference Room Support. Works with the Data Communications team to keep conference room technology updated and working.</li><li>
Works with the DTS contact on the yearly contract and purchase order for the office Ricoh copiers.</li></ul><p></p><p><b>
Manage the Office:
</b></p><ul><li>Submits and follows up on any K-C Facility Management and Real Estate requests on behalf of the leader.</li><li>
Office contact with the Landlord for building maintenance.</li><li>
Works directly with housekeeping on daily needs and problems as well as special requests such as carpet cleaning.</li><li>
Requests maintenance of K-C owned equipment with local vendors.</li><li>
Acts as a liaison with other companies within our building.</li><li>
Actively supports the KCNA Administrative Assistant team.</li><li>
Efficiently manages the use of corporate travel and purchase cards and keeps spending within budget.
</li><li>Creates purchase orders as necessary.</li><li>
Orders Samples through the Consumer and Donation Samples Portal.</li><li>
Purchases and maintains supplies including office, breakroom, conference rooms, and restrooms, through samples orders and various vendors.</li><li>
Manages office storage areas.</li><li>
Coordinates Shipping, Receiving and Mail needs and supplies Responsible for Federal Express Account.</li><li>
Ricoh Copiers: Work directly with Ricoh for copier repair and supplies.</li><li><b>
Building Security:
 </b><ul><li>Order badges through K-C Global Security</li><li>
 Request building access through Landlord.</li><li>
Work with K-C Global Security and Convergint Technologies for security upgrades and repairs.</li></ul></li></ul><p></p><p><b>
Community Involvement</b></p><ul><li>
Supports the $400,000 Community Involvement budget by tracking expenses and paying invoices through the CFS Consumer Funds team.</li><li>
Works with Charity Sponsor to pull together volunteers, provide K-C products for giveaways.
</li><li>Distribute tickets for Community Events.</li><li>
Active member of the Office Culture and Engagement Committee.</li></ul><p></p><p><b>
About Us</b></p><p>
Huggies&reg;. Kleenex&reg;. Cottonelle&reg;. Scott&reg;. Kotex&reg;. Poise&reg;. Depend&reg;. Kimberly-Clark Professional&reg;. You already know our legendary brands&mdash;and so does the rest of the world. In fact, millions of people use Kimberly-Clark products every day. We know these amazing Kimberly-Clark products wouldn&rsquo;t exist without talented professionals, like you.</p><p></p><p>
At Kimberly-Clark, you&rsquo;ll be part of the best team committed to driving innovation, growth and impact. We&rsquo;re founded on more than 150 years of market leadership, and we&rsquo;re always looking for new and better ways to perform &ndash; so there&rsquo;s your open door of opportunity. It&rsquo;s all here for you at Kimberly-Clark.</p><p></p><p><b>
Led by Purpose. Driven by You.</b></p><p></p><p><b>
About You</b></p><p></p><p>
You perform at the highest level possible, and you appreciate a performance culture fueled by authentic caring. You want to be part of a company actively dedicated to sustainability, inclusion, wellbeing, and career development.</p><p><br>
You love what you do, especially when the work you do makes a difference. At Kimberly-Clark, we&rsquo;re constantly exploring new ideas on how, when, and where we can best achieve results. When you join our team, you&rsquo;ll experience Flex That Works: flexible (hybrid) work arrangements that empower you to have purposeful time in the office and partner with your leader to make flexibility work for both you and the business.</p><p>
In one of our professional roles, you&rsquo;ll focus on winning with consumers and the market, while putting safety, mutual respect, and human dignity at the center. To succeed in this role, you will need the following qualifications:</p><ul><li>
High School Diploma</li><li>
5+ years of administrative work experience supporting an executive manager and mid-large sized office management experience.</li><li>
Ability to act independently, organize workload, set priorities, work well under deadline pressure, adapt to change, and control confidential material.</li><li>
Strong work ethic.</li><li>
Experience arranging complex travel, meetings, catering, and general office organization.</li><li>
Ability to multi-task in a fast-paced and always changing environment.</li><li>
Advanced computer skills using Outlook, Teams, Zoom, Windows, Word, Excel, Power Point and SharePoint.</li><li>
Strong written and oral communication skills.</li><li>
They enjoy working collaboratively with others.</li><li>
Demonstrates attention to detail, strong analytical and organization skills.</li></ul><p></p><p><b>
Total Benefits</b></p><p>
Here are just a few of the benefits you&rsquo;d enjoy working in this role for Kimberly-Clark. For a complete overview, see www.mykcbenefits.com.</p><p><b><br>
Great support for good health</b> with medical, dental, and vision coverage options with no waiting periods or pre-existing condition restrictions. Access to an on-site fitness center, occupational health nurse, and allowances for high-quality safety equipment.</p><p></p><p><b>
Flexible Savings and spending accounts</b> to maximize health care options and stretch dollars when caring for yourself or dependents.</p><p></p><p><b>
Diverse income protection insurance options</b> to protect yourself and your family in case of illness, injury, or other unexpected events.</p><p></p><p><b>
Additional programs and support </b>to continue your education, adopt a child, relocate, or even find temporary childcare.</p><p></p><p><b>
To Be Considered</b></p><p><br>
 complete the online application process. A member of our recruiting team will review your application and follow up if you seem like a great fit for this role.</p><p></p><p>
In the meantime, please check out the careers website.</p><p></p><p><b>
And finally, the fine print&hellip;.</b></p><p><br>
For Kimberly-Clark to grow and prosper, we must be an inclusive organization that applies the diverse experiences and passions of its team members to brands that make life better for people all around the world, which is why we seek to build a workforce that encompasses the experiences of our consumers. When you bring your original thinking to Kimberly-Clark, you fuel the continued success of our enterprise. We are a committed equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, age, pregnancy, genetic information, citizenship status, or any other characteristic protected by law.</p><p></p><p>
The statements above are intended to describe the general nature and level of work performed by employees assigned to this classification. Statements are not intended to be construed as an exhaustive list of all duties, responsibilities and skills required for this position.</p><p></p><p>
Employment is subject to verification of pre-screening tests, which may include drug screening, background check, and DMV check.</p><p></p><p>
Veterans and members of the Reserve and Guard are highly encouraged to apply.</p><p></p><p><i>
Kimberly-Clark will support in-country relocation for the chosen candidate for the role. The benefits provided will be per the terms of Kimberly-Clark&rsquo;s applicable mobility policies. The benefits/policy provided will be decided at Kimberly-Clark&rsquo;s sole discretion.</i></p><p></p><p><i>
#LI-Hybrid</i></p>
At Kimberly-Clark, pay is just one aspect of our total rewards package, which also includes a variety of benefits and opportunities to achieve, thrive and grow. Along with base pay, this position is eligible for overtime pay and a comprehensive benefits suite, including our 401(k) and Profit Sharing plan. The anticipated base pay range for this role is provided above for a fully qualified hire. Actual pay will depend on several factors, such as location, role, skills, performance, and experience. Please note that the stated pay range applies to US locations only.</div>

Office Manager/Executive Assistant II

Excel Financial Consultants

<p><b>Job Title:</b> Office Manager / Executive Assistant to CEO</p><p>Location: North Richland Hills, TX</p><p>Job Type: Full Time</p><p>We are seeking a highly organized and dependable <b>Office Manager / Executive Assistant to the CEO</b> for a growing cable and wire harness manufacturing company. This role is responsible for keeping the office running efficiently while supporting the CEO with administrative and operational tasks.</p><p><b>Responsibilities</b></p><p>&middot; Manage daily office operations and administrative functions</p><p>&middot; Provide administrative support directly to the CEO</p><p>&middot; Coordinate communication between management, office staff, and production</p><p>&middot; Manage purchase orders, invoices, and company records</p><p>&middot; Manage accounts payable/receivable and general bookkeeping with QuickBooks Enterprise</p><p>&middot; Track schedules, internal reports, and operational documentation</p><p>&middot; Maintain organized files, vendor records, and office systems</p><p><b>Qualifications</b></p><p>&middot; 5+ years experience in office management, executive assistant, or administrative roles</p><p>&middot; Strong organizational and multitasking skills</p><p>&middot; Ability to manage multiple priorities and keep systems running smoothly</p><p>&middot; Proficiency with Microsoft Office (Excel, Word, Outlook)</p><p>&middot; Excellent communication and problem-solving abilities</p><p>&middot; High attention to detail and accountability</p><p>&middot; Manufacturing or industrial environment experience preferred</p><p>Why This Role Matters</p><p>Our office manager plays a central role in keeping the company running smoothly. The right person will become a trusted operational partner to leadership and a key part of our continued growth.</p><p><b>What We Offer</b></p><p>&middot; Competitive pay based on experience</p><p>&middot; Stable and growing manufacturing company</p><p>&middot; Opportunity to work closely with company leadership</p><p>Email resumes and references to jeff@excelfinancialconsultants.com.</p><p>Pay: $40,000.00 - $55,000.00 per year</p><p>Work Location: In person</p>

Office Manager / Executive Assistant to CEO

<div><b>JOB OVERVIEW</b><div></div><div><b><br>
The </b><b>Executive Assistant &amp; Office Manager</b><b> plays a key role in ensuring the efficiency of the </b><b>Senior Management Team </b><b>through proactive correspondence management, effective diary scheduling, and administrative support. The role involves planning and prioritizing tasks, managing monthly reports and presentations under tight deadlines, and coordinating with senior management and functional teams for data collection and office operations.</b><div><div><div><b>
The role also includes coordinating various office functions such as the mailroom, cafeteria, fitness center, and general administration to ensure smooth daily operations.</b></div><div></div><div><b><br>
MAIN RESPONSIBILITIES</b></div><div></div><div><div><b><br>
Country Manager</b><b> </b><b>(In the absence of the Executive Assistant to the Country Manager)</b></div></div><div><ul><li>
Carry out general executive assistant duties including typing, developing, co-coordinating and formatting presentations (PowerPoint), correspondence (Word) and spreadsheets (Excel) and ensure it is presented in the most professional manner.</li><li>
Vet all correspondence for Country Manager and draft responses or take other appropriate action.</li><li>
Organize and prepare luncheons, meetings and events as required including staff conferences, P.R. events and other, including managing travel and accommodation.</li><li>
Attend weekly management meetings and prepare minutes to be circulated to the attendees for appropriate action and follow up</li><li>
Manage Country Manager diary and ensure that all meetings are carried out as planned</li><li>
Perform general office duties, including maintaining the filing systems of the Country Manager and Senior Management team to facilitate easy retrieval and systematic organization.</li><li>
Manage the telephones of the Senior Management Team, taking messages and dealing with enquiries as appropriate to enable all callers to have a point of contact in absence of any member of the SMT. Responsible for scheduling and management of their calendar for events, employee programs, roadshows etc.</li><li>
Co-ordinate the leave and absence tracking for the SMT and ensure that all paperwork and systems are accurately completed and approved</li><li>
Provide administrative and executive support for Area Senior Managers/GMB visiting the country</li></ul></div><div><div><b>
Events &ndash; Area/Global, Sales, HR</b></div></div><div><ul><li>
Play an integral part in supporting the Marketing team for events including organizing and coordinating with customers</li><li>
Point of contact for customers &amp; Coordinating with suppliers. Available at events to greet VIP customers and support with co-ordination</li><li>
Support Area/Global on locally organized events such as CBRs, MEEG, Functional meetings, Events etc</li><li>
Providing support to the HR team for employee events linked to SMT roadshows. Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly. Liaising with HR &amp;other departments for approvals</li><li>
Providing support for co-ordination of travel arrangements/hotels for CIM big bang events</li></ul></div><div><div><b>
Customer Service</b></div></div><div><ul><li>
Handling Customer complaints escalated to the Country Manager</li><li>
Communication with Customers</li><li>
Coordinating and follow up with CS, Operation and Sales. Ensure proper feedback is given to customers</li></ul></div><div><div><b>
Other Departments</b></div></div><div></div><div><br>
<ul><li>
Stationary project : Design, Plan, implement, coordinate &amp; manage the process , Maintain &amp; Replenish inventory, Check stock to determine Inventory levels, Control costs, keep record &amp; file.</li><li>
Office Assistant: Allocate responsibilities &amp; tasks, Managing performance, Training &amp; Development, scheduling, coaching.</li><li>
Meeting rooms: Set up standards &amp; policies, schedule, Booking system process and coordinate.</li><li>
Managing and scheduling of Employee Transportation Service</li><li>
Management of the Mailroom administrator and mailroom services ensuring service is as per standards and coverage during leave</li><li>
Work with the facilities team</li></ul></div><div><div><b>
Customers</b></div></div><div></div><div><ul><li>
Point of Contact at DHL Events to ensure that Customer requirements are met.</li></ul></div><div></div><div><div><b><br>
Suppliers</b></div></div><div><ul><li>
Coordinate between various suppliers to get the best deal for DHL along with Procurement</li><li>
Negotiation and coordinate the best deal along with Procurement</li><li>
Manage the indoor catering team</li><li>
Manage the Fitness Centre Supplier and Instructors including scheduling of classes etc</li><li>
Procure required furniture and fitness equipment for the Meydan office</li></ul></div><div></div><div><b><br>
DUCATION / EXPERIENCE / QUALIFICATION REQUIREMENTS</b></div><div></div><div><div><b><br>
Education:</b></div></div><div><ul><li><div>
Bachelor&rsquo;s degree in Business Administration, Management, Communications, or a related field.</div></li></ul></div><div><div><b>
Experience:</b></div></div><div><ul><li><div>
3-5 years of experience in an Executive Assistant or Office Management role supporting senior leadership.</div></li></ul></div><div><ul><li><div>
Prior experience in multinational or matrix organizations is an advantage.</div></li></ul></div><div><ul><li><div>
Experience handling confidential information and managing office functions/events.</div></li></ul></div><div><div><b>
Technical Skills:</b></div></div><div><ul><li><div>
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).</div></li></ul></div><div><ul><li><div>
Familiarity with calendar management tools and travel booking platforms.</div></li></ul></div><div><ul><li><div>
Experience with internal systems such as SAP (advantageous but not essential).</div></li></ul></div><div><div><b>
Administrative &amp; Organizational Skills:</b></div></div><div><ul><li><div>
Strong organizational and time management skills with the ability to handle multiple priorities under pressure.</div></li></ul></div><div><ul><li><div>
Excellent planning skills for events, meetings, and executive schedules.</div></li></ul></div><div><div><b>
Communication &amp; Interpersonal Skills:</b></div></div><div><ul><li><div>
Strong written and verbal communication skills in English.</div></li></ul></div><div><ul><li><div>
Professional demeanor with the ability to interact effectively with internal and external stakeholders at all levels.</div></li></ul></div><div><div><b>
Personal Attributes:</b></div></div><div><ul><li><div>
High level of discretion and confidentiality.</div></li></ul></div><div><ul><li><div>
Proactive problem-solver with attention to detail.</div></li></ul></div><div><ul><li><div>
Flexible, adaptable, and able to work independently or in a team.</div></li></ul></div><div><div><b>
Desirable:</b></div></div><div><ul><li><div>
Certification or diploma in Executive Assistance or Office Management.</div></li></ul></div><div><ul><li><div>
Experience coordinating travel, events, or high-level meetings across regions.</div></li></ul></div></div></div></div></div>

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