CEO Office Manager/Executive Assistant
Leha Group
Total years of experience :14 years, 10 Months
Executive Support:
1. End to end coordination of the CEO’s schedule, correspondence, appointments, meetings, travel arrangements, communications and other business requirements
2. Ensure CEO is briefed on key priority matters as required in liaison with other functional areas
3. Create and manage an effective e-filing system for CEO (emails and other electronic documents for the whole group’s companies) that is easily understandable and accessible.
4. Support Leadership Team members with queries, documents, CEO availability, and other relevant requests.
5. Provide guidance and expertise relative to the smooth and efficient functioning of the CEO’s office and suggestions for other functional areas.
Project Coordination and Support:
1. Scope, develop and implement project plans as required
2. Conduct research and analysis in accordance with project requirements
3. Facilitate the delivery of successful projects in an effective, efficient and confidential manner.
4. Taking the lead in Tenders submissions (preparing, fulfilling checklist, finalizing commercial & technical submission)
Budget and Financial Coordination:
1. Work with finance to support scheduling of annual budget preparation and review process in line with CEO and Board schedule
2. Coordinate key financial and expenditure reports as required for CEO
3. Generate purchase orders, as required, and coordinate the payment of approved invoices in a timely and efficient manner
4. Preparing and revising the daily banking transfer requests in order to hand it over to DM for execution.
Corporate Support & Holding Company Matters:
1. Drive timelines for presentation of agendas and papers for Leadership and Board meetings
2. File all board papers and signed documentations
3. Act as internal audit support for Quality Management System (ISO Audit).
4. Provide accounting and administrative support for all holding companies
5. Display a high level of emotional intelligence and maturity
6. Ability to remain cool and composed under pressure
7. A natural individual leader
8. Foresee and proactively act on issues and challenges
9. Thrive in a fast paced and dynamic environment
10. Flexible and adaptable - managing competing demands, including working hours outside of core business, as required.
11. High quality and work standards
12. Confident and diplomatically forthright
13. Design, establish and maintain the management information system including physical and electronic files.
14. Initiate correspondences on a variety of matters requiring an in-depth understanding of company policy procedures.
Office Management Oversight:
1. Oversee Office Management and the establishment of new offices or refurbishments in partnership with relevant leaders across the region
2. Manage and give guidance and support to all Office Managers and their oversight and day-to-day management of offices.
3. Training, mentoring and supervising Office Managers in order to ensure overall efficiency of daily office operations
Procurement:
1. Buying products that are used in the day-to-day operation of a company.
2. Evaluating the stock levels and quality.
3. Preparing essential reports about the purchases.
4. Maintaining good ties and healthy relationships with different vendors to get high-quality supplies and on-time delivery.
5. The ability to research and evaluate potential vendors and suppliers.
6. Comparison of different price products to know about the correct market price.
7. Establish cost parameters for different products and prepare budget for purchases.
8. Negotiate appropriate contracts, keeping the price and supply in mind.
9. Examination of each product that is purchased to ensure its high quality.
10. Tracking of inventory, delivery times, and ensuring that they arrive at the appointed time and date.
11. Ensure that every delivery should contain all the materials as per the request.
12. Keep a database of different suppliers and vendors and the materials delivered by them.
Management & Administration:
1. managing a number of discrete sections responsible for processing casework or managing a section
Executive Support:
1. Assists the President/CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; arranging complex and detailed travel plans, agendas and compiling documents for meetings.
2. Communicates with the general staff on the President/CEO’s behalf and coordinates logistics with high-level meetings both internally and externally.
3. Communicates directly and on behalf of the President/CEO with Board members, donors, foundation staff.
4. Work on reading/processing/preparing all tenders (Tech & Commercial proposals with the concerned parties)
HR Support:
1. Administratively supports HR director (recruiting support, documents formatting, surveys set up and other administrative tasks), drafts emails and other correspondence as directed.
Secondary Responsibilities:
1. Performs other duties as assigned.
2. Provide assistance as needed to front desk operations to include but is not limited to, answering phones, accepting package and other deliveries, and greeting and signing in visitors/guests.
3. Works directly with senior level staff and HR both internally and externally.
- Provide technical assistance and support for incoming queries and issues
related to computer systems, software, and hardware.
- Respond to queries either in person or over the phone.
- Write training manuals.
- Provides a full training to our customers.
- Walk customer through problem-solving process.
- Install, modify, and repair computer hardware and software.
- Follow up with customers to ensure issue has been resolved.
- Microsoft Windows PC support
- Microsoft Office Application support
- Experience working with software, with knowledge and proficiency in the
different capabilities of the program.
- Virus protection software administration.
- Video conferencing software such as Zoom and MS Teams.
- Ability to support users remotely using remote desktop tools.
Bachelor degree information systems
