Office Manager / Team Executive Assistant at Oza Holdings

Job Description 

The Office Manager / Team Executive Assistant will play a crucial role in the efficient operation of our office. This individual will provide comprehensive administrative support to the executive team, manage office operations, and ensure the smooth functioning of daily activities. The ideal candidate is highly organized, proactive, and capable of handling a variety of tasks with a positive attitude.

Key Responsibilities:

Administrative Support

• Provide high-level administrative support to the executive team, including managing schedules, coordinating meetings, and handling travel arrangements
• Prepare and edit correspondence, reports, presentations, and other documents as needed
• Act as a liaison between the executive team and other departments, ensuring clear communication and follow-up on tasks
• Handle confidential information with discretion

Office Management

• Oversee the day-to-day operations of the office, ensuring a clean, organized, and efficient work environment
• Manage office supplies inventory and place orders as necessary
• Coordinate with vendors and service providers to maintain office equipment and facilities
• Organize and manage company events, meetings, and conferences, both on and off-site
• Ensure compliance with health and safety regulations and coordinate any necessary training

Team Support

• Assist with onboarding new employees, including setting up workstations and providing necessary resources
• Coordinate team activities, such as team-building events, lunches, and celebrations
• Provide support in the development and implementation of team strategies and initiatives

Financial Management

• Manage office budgets, track expenses, and prepare expense reports
• Handle invoicing, billing, and reconciliation processes in collaboration with the finance department

Communication

• Serve as the primary point of contact for internal and external communications related to office management
• Draft and distribute internal communications, such as newsletters, memos, and announcements
• Facilitate effective communication within the office and between various departments

Minimum requirements:

• National Diploma / Bachelor’s degree in Business Administration, Office Management, or a related field
• 5 years of experience in office management, administrative support, or a similar role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Exceptional organisational and multitasking skills
• Strong written and verbal communication skills