Executive Assistant & Office Manager

The Executive Assistant & Office Manager will provide strategic and operational support to the CO-CEO of a regional industrial group. This hybrid role combines high-level executive assistance with the efficient management of office operations to ensure seamless coordination of administrative functions. The ideal candidate is highly organized, proactive, and capable of multitasking in a dynamic industrial environment.

Executive Support Duties

• Schedule Management: Organize the CO_CEO’s calendar, plan meetings, and coordinate travel arrangements for subsidiaries, client visits, trade shows, industry events, and board meetings.
• Communication Management: Act as the primary liaison, managing correspondence (emails, calls, and documents) to ensure timely and professional responses.
• Presentation & Reporting: Prepare and edit presentations, reports, and marketing proposals.
• Meeting Coordination & Minutes: Arrange meetings, prepare agendas, and take detailed and accurate minutes for follow-up actions and documentation.
• Project Coordination: Track and oversee deadlines, sales initiatives, and marketing campaigns to ensure timely execution.
• Event Logistics: Organize logistics for board meetings, conferences, client meetings, product launches, and promotional events. This includes Hotels, Airlines, rental cars, restaurants and events venues bookings.

Office Operations Duties

• Workspace Management: Ensure office supplies, equipment, and facilities support the productivity of the CO-CEO team.
• Budget & Procurement: Manage office and marketing budgets, vendor contracts, and procurement of marketing materials and supplies.
• Logistics Coordination: Oversee shipments and deliveries of promotional materials, product samples, and marketing assets.
• Policy Compliance: Ensure adherence to workplace policies, health and safety standards, and industrial regulations.
• Process Optimization: Identify inefficiencies and recommend improvements to office systems, workflows, and communication.
• Team Support: Provide administrative support to CO-CEO teams, including scheduling, resource allocation, and task follow-ups.

Requirements

Education & Experience:

• Bachelor’s degree in business administration, marketing, or a related field (preferred).
• 10+ years of experience in a combined administrative, personal assistant, or office management role.

Skills & Competencies:

• Exceptional organizational and multitasking skills.
• Excellent English language skills, both written and spoken. Other languages are welcomed.
• High experience in online bookings for Airlines, Hotels, and events venues.
• Experience in handling government relations and liaising with regulatory authorities.
• Strong communication abilities, both written and verbal, with a professional demeanor.
• Proficiency in office tools (e.g., MS Office, scheduling software).
• Basic understanding of sales and marketing processes and reporting.
• Experience in managing budgets and vendor relationships.
• Strong problem-solving and decision-making skills, with a proactive approach to challenges.