Job Summary:

We are currently seeking a highly skilled Executive Assistant & Office Manager to provide comprehensive support to our leadership team, while managing our office operations and contributing to our business support functions.

This role will be instrumental in optimizing our leadership support and office management processes and demands exceptional organizational & problem-solving skills, a proactive approach, and the ability to work independently and collaboratively with different stakeholders to handle a diverse set of responsibilities in a confidential and professional manner.

The ideal candidate will have previous experience in office management, administration, or business support, and will be proficient in Microsoft Office and other relevant software.

Key Responsibilities:

Executive Support:

• Manage the leadership team calendar meticulously, ensuring efficient scheduling of meetings, appointments, and travel arrangements.
• Provide administrative support for daily activities, including managing emails, preparing correspondence, reports, presentations, and other documents for internal and external communication as well as handling incoming calls with discretion.
• Prepare and review documents and presentations for meetings, ensuring that all materials are accurate and professionally formatted.
• Coordinate and facilitate high-level meetings, including setting agendas, taking minutes, and following up on action items.

Office Management:

• Oversee general office operations, including procurement of supplies, maintenance of office equipment, and management of office space / facilities, and ensure a safe and comfortable work environment for the staff
• Liaise with IT and other departments to resolve issues swiftly and ensure that office infrastructure supports company operations effectively.
• Liaise with vendors, contractors, partners, and other external parties on behalf of the company.
• Implement and maintain procedures/office administrative systems to improve operational efficiency.
• Ensure compliance with health and safety regulations, organizing training and drills as necessary.

Business Support:

• Support the human resources functions of the office, such as recruitment, orientation, training, and performance management
• Assist the marketing team with the logistics of marketing initiatives, from planning and execution to analysis of campaign effectiveness.
• Support project management activities by coordinating with internal teams and external partners to meet project deliverables and deadlines.
• Handle sensitive information with the highest level of confidentiality and integrity.
• Assist in the preparation of operational budgets and expenses, ensuring alignment with financial objectives.
• Perform other duties as assigned by the executive team or as required by the business needs.

Qualifications:

• Bachelor’s degree in business administration, Communications, or related field.
• Minimum of 4 years’ experience in an administrative/executive support role, preferably with at least 2 years in a technology-focused organization, in a fast-paced and dynamic environment.
• Advanced proficiency in Microsoft Office Suite, project management software, and digital communication tools.
• Demonstrated ability to manage complex schedules and logistics.
• Positive, proactive, and flexible attitude, and the ability to work independently and collaboratively with different stakeholders
• Problem-solving and analytical skills, and the ability to identify and resolve issues efficiently and effectively
• Exceptional communication and interpersonal skills, capable of working with diverse teams with different cultures & backgrounds as well as with senior leaders and executives.
• Strong capabilities in managing multiple priorities in short intervals under pressure while maintaining efficient deliverables.
• Adept at handling confidential information with discretion and professionalism.
• Customer service and interpersonal skills, and the ability to build and maintain positive relationships with internal and external parties