Office Manager for Vice Chairman
Reputed company is seeking an exceptionally organized, proactive, and discreet Office Manager to provide comprehensive administrative and operational support directly to our Vice Chairman. This critical role requires a professional who can anticipate needs, manage complex schedules, handle sensitive information with the utmost confidentiality, and ensure the seamless functioning of the Vice Chairman's office. The ideal candidate will possess superior communication skills, a meticulous attention to detail, and the ability to thrive in a fast-paced, high-stakes environment.
Responsibilities:
- Executive Support & Administration:
- Provide high-level administrative support to the Vice Chairman, including managing an extremely active calendar of appointments, meetings, and travel itineraries.
- Schedule and coordinate complex meetings, both internal and external, including preparing agendas, collecting materials, distributing pre-read documents, and taking minutes as required.
- Arrange detailed domestic and international travel plans, itineraries, and agendas for the Vice Chairman and associated staff, ensuring all logistics are meticulously handled.
- Prepare and edit correspondence, communications, presentations, and other documents for the Vice Chairman.
- Handle confidential and sensitive information with discretion and professionalism.
- Screen and direct phone calls, emails, and visitors, acting as a primary point of contact for internal and external stakeholders seeking to connect with the Vice Chairman.
- Maintain an organized and efficient filing system, both digital and physical, ensuring quick retrieval of essential documents.
- Office Operations & Coordination:
- Manage the day-to-day operations of the Vice Chairman's office, ensuring it is well-maintained, organized, and equipped.
- Oversee office supplies inventory for the executive office and manage procurement processes for related needs.
- Process expense reports, invoices, and other financial documentation for the Vice Chairman's office, ensuring accuracy and timely submission.
- Coordinate and facilitate internal and external events, dinners, or special projects as directed by the Vice Chairman.
- Liaise effectively with other executive offices, departments, and external partners.
- Anticipate operational needs and proactively implement solutions to improve efficiency and workflow.
- Communication & Stakeholder Management:
- Facilitate effective communication flow between the Vice Chairman and senior leadership, department heads, clients, and external partners.
- Build and maintain strong professional relationships with key internal and external contacts.
- Handle inquiries and requests with a high degree of professionalism and responsiveness.
Qualifications:
- Bachelor’s degree in business administration,
- Minimum of [e.g., 5-7] years of proven experience as an Office Manager, Executive Assistant, or Senior Administrative Assistant supporting C-suite executives or high-level principals.
- Exceptional proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools (e.g., SharePoint, Microsoft Teams, Zoom).
- Demonstrated experience managing complex executive calendars and extensive domestic and international travel arrangements.
- Superior organizational, time management, and multitasking skills with an impeccable attention to detail.
- Outstanding written and verbal communication skills, with the ability to draft professional correspondence and presentations.
- Proven ability to maintain strict confidentiality and exercise a high level of discretion and judgment.
- Proactive, resourceful, and able to anticipate needs without direct instruction.
- Strong interpersonal skills with the ability to interact professionally and effectively with individuals at all levels.
- Problem-solving aptitude with a calm and composed demeanor under pressure.
- Ability to work independently and as part of a broader administrative team.
Job Type: Full-time
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