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Office Manager – Office of the Founder
Black Pearl Consult – Abu Dhabi
Our client, an event management firm, is urgently looking for an Office Manager who will report directly to the Founder of the organization. In this role, you will manage all activities of the Office of the Founder and ensure proper functioning of the office, as well as provide personal support and assistance in all the areas as required by the Founder . Other responsibilities you will have include:
Manage, organize and coordinate all administrative activities to facilitate the smooth running and function of the Founderís Office and to ensure work is being executed efficiently, accurately and in a timely manner.
Oversee administrative systems are fit for purpose and used effectively by team. Develop and implement new administrative systems, such as record management, incoming and outgoing mail, minutes of the Founderís meetings and unified templates throughout the Foundation.
Develop and execute Office of the Founderís Business Plan
Oversee Founderís Office budget and ensure expenditure is monitored effectively.
Oversee the management and maintenance of the Contact Database, identify and resolve any problems and prepare regular status report to ensure the smooth functioning of the database.
Proofread all external written communication before onward submittal to the Founder for signature.
Hold daily meetings with staff within the Founderís office to manage and monitor workflow, work quality and effective use of time and human resources across the department. Ensure effective information and task sharing across the team. Ensure coverage for all business-critical tasks are maintained at all time.
Manage Admin. Executive and Admin. Coordinator on all aspects pertaining to the Founderís instructions and their proper and timely implementation.
Conduct staff appraisals within the Founderís Office, manage performance and identify training needs and prepare recommendations.
Manage communication with the Advisorís Board, meeting and arrange logistics with the support of the Events team.
Attend all HoD meetings and represent the Office of the Founder.
Oversee all Festival requirements of Office of the Founder along with other staff in all the departments.
Manage & Maintain the Founderís diary and schedule and follow-up appointments for and on behalf of the Founder.
Prepare event / meeting running orders for Founder and assist on site with appearances, security checks and designated VIP entry and exit areas.
Attend to Founder when in Office and outside
Prepare and update agendas and prepare pre-meeting notes
Take dictation and circulate Minutes of Meeting along with the Admin. Executive and share them with the appropriate team members.
Manage the signature books
Liaise with all Service Staff of the Founder
Arrange all bookings and travel requirements, in addition to organization of all required arrangements for both internal and overseas visits of the Founder, with the assistance of the Admin Executive.
Develop, maintain and regularly review and update office systems, such as electronic central records and storage.
Provide regular training to existing and new members of the Founderís Office on the proper implementation of existing systems, and consequently, supervise FO staff to ensure strict adherence to such systems and procedures.
Prepare periodical reports on staff compliance to office procedures and present the same to management.
Prepare and regularly update Founderís Office Procedures Manual and Festival Procedures Manual.
Coordinate communication between the Founder and VIPS, dignitaries and Royalties and Ruling Family.
Receive queries and explanations, if any, on behalf of the Founder and co-ordinate with the concerned personnel in the Section to provide necessary clarifications
Respond promptly and efficiently to telephone calls and manage the emails addressed to the Founder. Provide information to callers, direct calls to appropriate staff, and place outgoing calls for the Founder
Greet and receive visitors of the Founder and ensure proper attention and hospitality are extended at all times, along with the Admin. Executive.
Manage the flow of internal communication of the Founder and communicate the instruction of the Founder to appropriate team members.
Attend meetings with the Founder, making sure complete pre-meeting notes and preliminary researches are prepared and briefed to the Founder ahead of time; and take minutes of meetings.
Perform other tasks pertinent to the function as they arise and as delegated by the Founder.
To undertake additional duties and responsibilities as required during Festival, as required.
To be considered for the role, you need to meet the following criteria:
Must have a diploma or a bachelorís degree
Fluent English speaker
Must have at least 7 years of high-level Office Management experience
Must have worked with a government entity / event management or have previous dealings with VVIPs
Strong typing speed and adept in using Microsoft application
With knowledge of VIP protocol
Willing to work for longer hours
To know other opportunities we have, please visit our website ñ www.blackpearlconsult.com
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