Office Manager - Personal Assistant to CEO (38633) at Ntice Sourcing Solutions

Job Description

JOB SPECIFIC REQUIREMENTS

Job objectives:

Executive Support Services

• Establishing systems, protocols, and procedures for the provision of executive support 
• Manage the provision of secretariat support services to the Executive offices 
• Manage the provision of document management support services to the Executive offices 
• Provide comprehensive administrative support to the executive team, including scheduling meetings, preparing agendas, and managing calendars
• Assist in preparing reports, presentations, and correspondence as required
• Coordinate domestic and international travel arrangements, including itineraries and accommodations
• Manage the provision of decision management support systems about executive decisions made, i.e. following up on decisions

Board of Directors Support

• Organize and coordinate board meetings, including logistics, document preparation, and minute-taking for board sub-committees
• Maintain confidential records and ensure compliance with corporate governance requirements
• Serve as a liaison between the board and the executive team to ensure timely communication and follow-ups

Communication and Liaison

• Serve as a point of contact between the executive, internal teams, and external stakeholders
• Draft, review, and manage correspondence, reports, and presentations on behalf of the executives
• Facilitate clear and effective communication across departments and with external partners

Diary and Calendar Management

• Manage the executive's calendars, ensuring optimal scheduling of meetings and appointments
• Prioritize and coordinate commitments, avoiding conflicts and ensuring time efficiency
• Arrange internal and external meetings, including setting agendas and preparing materials and typing of minutes
• Monitor deadlines, follow-ups, and key deliverables to support effective time management
• Organize travel arrangements, including flights, accommodations, and itineraries

Office Management

• Oversee daily office operations, including scheduling, supplies management, and maintaining a clean and organised workspace
• Provide support to the Office of the CEO
• Serve as the first point of contact for visitors and clients, ensuring a welcoming environment
• Assist with administrative tasks, including filing, document management, office correspondence and typing of minutes
• Oversee daily office operations, ensuring a well-maintained and organized workspace
• Manage office supplies, equipment, and vendor relationships to ensure seamless functioning
• Handle mail distribution, filing systems, and document management
• Supervise reception staff

General

• Plan and manage company events, and meetings, both on-site and off-site
• Handle event logistics, catering, and technology setup as needed

Job Knowledge

• Proven experience in office management, executive support, or a related administrative role
• Strong organizational and multitasking abilities with exceptional attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite and familiarity with other productivity tools
• Ability to handle sensitive information with discretion and maintain confidentiality
• A proactive mindset with the ability to anticipate needs and solve problems efficiently
• Experience supporting board-level executives is highly desirable

Job Related Skills

• Analytical and assessment skills
• Articulate (written and spoken)
• Excellent interpersonal, communication and presentation skills with sound business acumen
• Takes ownership (accountability and responsibility)
• Strong attention to detail, confident and quick learner, and deadline-driven
• An ability to handle multiple tasks in a fast-paced environment and develop revised priorities depending on changes in daily schedule
• Team player and strong problem-solving skills
• A high level of business awareness and understanding, as well as a strong professional attitude

Job Experience

• At least 3 - 5 years' experience in a services environment
• Project and programme management
• Proven record in managing people as well as projects
• Ability to write and develop copy
• Proven and demonstrable experience of editing and producing publications, brochures, leaflets and other collateral

Education

• A Bachelor's degree in Business Administration, Management, or a related field is preferred. Equivalent experience will also be considered