Overview:
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.
Key Responsibilities
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.
Qualifications
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.
- 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.
Additional Requirements:
- High level of discretion and confidentiality.
- Flexibility to manage occasional after-hours tasks during campaigns or events.
- A valid driver’s license and ability to travel or assist with fieldwork as needed.
- Ability to travel between Syria, Jordan and Egypt. A foreign passport to facilitate travel is a plus.
