Position Information
Job Title: Office Manager (CEO Secretariat)
Department: Office of the Chief Executive Officer (CEO Office)
Reports To: Chief Executive Officer (CEO)
Location: Zarqa. Jordan
Communication Skills: Excellent verbal and written communication skills in English and Arabic.
Job Summary
The Office Manager & CEO Secretariat is responsible for managing the Office of the Chief Executive Officer and ensuring the effective coordination, administration, communication, and execution of all activities assigned by the CEO. The position is responsible for overseeing the CEO Secretariat, managing executive schedules, coordinating meetings, preparing reports and presentations, monitoring follow-up actions, handling sensitive correspondence, and ensuring the timely execution of CEO assignments across all departments.
Key Responsibilities
- Manage the day-to-day operations of the CEO Office to ensure efficient administrative and executive support.
- Establish and maintain professional systems, procedures, and controls for all CEO Office activities.
- Ensure smooth coordination between the CEO and all departments.
- Manage CEO Office priorities and workflow to support organizational objectives.
- Act as the focal point for all matters requiring CEO attention.
- Ensure timely execution of all assignments issued by the CEO.
- Maintain an organized, professional, and highly confidential executive office environment.
- Lead and manage all CEO Secretariat functions.
- Maintain the CEO’s official calendar, appointments, meetings, and commitments.
- Coordinate internal and external communications on behalf of the CEO.
- Manage incoming correspondence, emails, requests, reports, and official documents.
- Review, prioritize, and route communications requiring CEO attention.
- Prepare meeting agendas, minutes of meetings and action trackers.
- Ensure all CEO directives and decisions are properly documented and communicated.
- Monitor implementation of decisions issued by the CEO.
- Follow up with department heads regarding assignments issued by the CEO.
- Track the status of strategic initiatives, projects, and action plans.
- Ensure deadlines established by the CEO are achieved.
- Maintain an executive dashboard of all CEO assignments and progress reports.
- Coordinate cross-functional activities on behalf of the CEO.
- Coordinate strategic and special projects assigned by the CEO.
- Ensure project objectives are achieved within approved timelines.
- Prepare executive announcements, circulars, notices, and communications.
- Ensure all communication reflects the CEO's directives and corporate image.
- Coordinate executive meetings, management meetings, and special committee meetings.
- Prepare meeting schedules and agendas.
- Collect reports and presentations from departments before meetings.
- Record minutes of meetings accurately.
- Develop action plans from meeting outcomes.
- Monitor closure of meeting action items.
- Ensure timely circulation of meeting minutes and follow-up reports.
- Coordinate Board of Directors meetings and executive committee meetings where applicable.
- Prepare board meeting documentation and supporting materials.
- Prepare executive reports, business summaries, dashboards, and presentations for the CEO.
