Office Manager

Job Description

• Manages the CEO’s calendar, arranges appointments and meeting in an effective way ensuring optimum use of time
• Coordinates between relevant government entities and related parties on behalf of the CEO and other members of the Departments as required
• Provides briefing to the CEO in advance of meeting, arranges the necessary meeting facilities requirements, prepares agendas and minutes of meetings as required
• Facilitates all necessary travel arrangements for the CEO (flights, hotels, transport), ensuring all itineraries are complete, follows up to ensure arrangements are satisfactory
• Handles all incoming correspondence (emails, post, faxes) and carries out the necessary responses as required in a timely manner
• Drafts letters and memos; arranges for mail to be delivered by courier or driver
• Assists the CEO in management of all company expenses, preparing and completing the expense reports as required
• Develops and maintains filing systems to record and company documentation within the Executive office ensuring confidentiality is met; ensures updates contact index records are keep up to date
• Provides support across Departments on the preparation of final reports with regards to data collection/research required, formatting, and presentation of findings as required
• Assists with tracking of invoices by liaising with both vendors/suppliers and the Finance Department from the point of invoice to the remittance of payment received
• Assists HR with the induction of new employees; liaises with the IT and HR departments to ensure equipment is arranged in advance of the joining date
• Oversees the maintenance of the office premises, ensuring high standards are reflective of Miral Corporate image; monitors the administration and reporting of expenditure against budgets
• In coordination with IT oversees the upkeep of all office hardware including printers, computers, telephones, etc., and ensure relevant maintenance agreements are in place with vendors/suppliers as required
• Maintains stock and inventory of office stationary, anticipating required supplies and ensuring orders are placed in a timely manner
• Manages all lease arrangements for properties and facilities and its related parties, including renewals, new leases, public liability insurance of the property etc.
• Conducts all tasks and actions in line with the agreed set policies

Skills

• 4-5 years of experience in Communications, PR, Marketing, International Tourism and brand marketing with international experience in hospitality industry, major events and tourism attractions 
• Bachelor’s degree from a recognised university in Marketing or related stream; Master’s in Business Administration is preferable 
• Fluency in Arabic and English