We are seeking a highly organized and motivated individual to provide exceptional administrative and personal support to the Chairman of our company. This role plays a vital part in ensuring the Chairman’s day-to-day operations run smoothly and efficiently, allowing them to focus on strategic initiatives. The role coordinates the work of the chairman’s office and senior management team and is responsible for the overall management of the chairman’s office. The Office Manager is expected to manage the daily activities of the office and liaise with all external clients, ensuring professional level of service and support.

Responsibilities

Chairman Office Team Management:
- Source and recruit team members within the chairman’s office.
- Distribute tasks and responsibilities to the team.
- Leads the team to insure seamless chairman’s office operations.

Daily Activities of the Chairman’s office Management:
- Managing the daily operation of the Chairman’s office and acting as the focal point for information regarding the Chairman’s Office activities
- Provides administrative and secretarial support to the Chairman, screening and redirecting inquiries where appropriate
- Monitoring incoming requests to the chairman’s office and ensuring a trackable system of necessary responses. This should be as automated and streamlined as possible to allow performance measurement of response times.

Schedule Management:
- Manage the Chairman's calendar, scheduling appointments, meetings, and travel arrangements.
- Ensure smooth travel logistics, including booking flights, hotels, and ground transportation.
- Anticipate the Chairman's needs and proactively schedule time for important tasks.

Meeting Support:
- Attend meetings with the Chairman, taking accurate and detailed minutes.
- Follow up on action items after meetings, ensuring timely and proper execution of all decisions.
- Draft and distribute meeting minutes to attendees and relevant parties.

Communication and Correspondence:
- Act as the Chairman's primary point of contact, screening calls, emails, and inquiries.
- Draft correspondence, presentations, and reports for the Chairman.
- Manage the Chairman’s email inbox, prioritizing and responding to messages efficiently.

Project and Task Management:
- Assist the Chairman with various projects and initiatives, providing research, data analysis, and administrative support.
- Maintain an organized system for tracking deadlines and ensuring efficient project completion.
- Anticipate the Chairman's needs and prepare briefing materials for meetings and presentations.

Discretion and Confidentiality:
- Handle sensitive information with the utmost discretion and confidentiality.
- Maintain a professional demeanor at all times and act as a trusted advisor to the Chairman.

Qualifications
- Bachelor's degree or equivalent experience in business administration, communications, or a related field (preferred).
- Minimum 5 years of experience as an office manager of a CEO or a Chairman.
- Strong organizational, time management, and prioritization skills.
- Excellent communication, interpersonal, and diplomatic skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software programs.
- Ability to work independently, take initiative, and solve problems effectively.
- Discreet, trustworthy, and professional demeanor.
- Ability to travel occasionally, as required.

Benefits
- Competitive salary and benefits package.
- Opportunity to work in a fast-paced and dynamic environment.
- Gain exposure to senior leadership and the inner workings of the company