Senior Office Manager

Job Responsibilities

• Respond, follow-through, delegate queries that are addressed to the Director, on his behalf, to appropriate subordinates in the department.
• Identify and obtain required materials for meetings from files and other sources, gather, compile data required for reports, statistics following verbal instructions.
• Carry out routine functions of the department, making the necessary day-to-day decisions to support the activities of others and to ensure the smooth flow of work and information.
• Types all confidential work for the Director, other Managers and subordinates in the department, assuring confidentiality is maintained.
• Keeping and controlling sensitive or highly confidential files, data, letters, reports, to ensure that information is restricted only to authorize person.
• Receives and records sensitive files, confidential letters and reports from Senior Management, peers and outside sources.
• Compose or send replies to routine inquiries and/or draft replies to non-routine ones following instructions from immediate superior.
• Coordinates day-to-day activities of the Director.
• Handles and monitors daily schedules, reminders of meetings and other appointments for the day and within the week.
• Coordinates meetings, visits, makes travel, hotel and other arrangements including tickets and transport.
• Sorts out and prioritizes all correspondence and reports, determines urgency of the needed reply and forward those which require immediate personal attention, refer to other subordinates within the department those that are necessary, follow-up responses to ensure prompt replies.
• Format, generate and prepare reports for the Managing Director.
• Exercises initiative and independent action by making inquiries, preparing routine correspondence or responding to inquiries.
• Follow-up transactions with other related divisions/departments of the company.
• Setting an effective filing and retrieval systems, both paper-based and electronic.

• At least 3 years of proven experience in a similar position and exposure in a multi-national corporate environment.
• Bachelor's Degree in Administration or related courses.
• Can communicate effectively in English and Arabic with people in all levels within and outside the organization.
• Can establish priorities and a course of action for handling multiple tasks.
• Ability to demonstrate tact and discretion in preparing, disclosing and handling information with strong skills in self-correspondence.