Office Manager

Position

The Office Manager of the Chairman and Managing Director assists the Chairman and Managing Director in the performance of his duties, ensuring that all work emanating from the Chairman and Managing Director’s office reflects the ARTOC Group for Investment and Development’s overall standards for high quality and efficiency.  

Relationship with Management

The Office Manager reports directly to the Chairman and Managing Director in confidential, loyal, discipline and hardworking manner in the execution of the Chairman and Managing Director’s directions.  

Often acting in the Chairman and Managing Director’s absence and/or on his behalf, sometime must provide direction and coordinate work requirements with other managers within the Group. 

Basic responsibilities and functions to be performed

The Office Manager must ensure complete loyalty, confidentiality and discipline.

Provide organizational and logistical support for the Chairman and Managing Director to assist him in the successful accomplishment of his various responsibilities for organizations in which he is involved. These include but are not limited to: Chairman of Egypt’s International Economic Forum, International Business Council Member of the World Economic Forum, Member of Metropolitan Museum International Council, Member of the Global Advisory Council of the Mayo Clinic etc.

Perform all necessary actions to prepare for, arrange and organize speaking engagements, conference participation and special events for the Chairman and Managing Director.

Anticipate, plan and perform required organizational duties to ensure the professional, efficient and effective fulfilment of the Chairman and Managing Director’s objectives. 

Control and manage paper flow into the Chairman and Managing Director’s office. This includes reading all incoming correspondences, drafting or preparing final responses to correspondence (independently or as directed by the Chairman & Managing Director), presenting and discussing important correspondence with the Chairman & Managing Director, determining which correspondence should or may be handled by other Group managers or staffs, and generally ensuring that all correspondences received in the Chairman and Managing Director’s office are responded to in a timely and effective manner.

Control and manage outgoing paper flow. This includes reviewing, organizing, distributing, registering or sending as appropriate all correspondence from the Chairman & Managing Director’s office.

Draft, write and/or type internal memorandums or staff notices, as directed by the Chairman & Managing Director

Take direction from the Chairman & Managing Director by shorthand and transcribing into final form. 

Draft, write, and/or type reports and prepare in presentation form, as requested by the Chairman & Managing Director. 

Take minutes of meetings as requested.

Deal with telephone calls for the Chairman & Managing Director.

Monitor and control all book gifts, deliveries and shipments.

Coordinate stock inventory with other offices abroad.

Maintaining data lists and contacts for government and non-government dealings.

Specific Issues:

• Must be conscientious and hardworking, bright and articulate, mentally well organized and able to communicate effectively both verbally and in writing, as well as on his/her feet. 
  
   
• Must be able to handle stress and multitask.
  
   
• Should also have good planning and organizational abilities because the position often required the “juggling” of several tasks at the same time. 
  
   
• Must have several years of experience, must be fluent in English and Arabic and must be able to provide a fast, but well thought through turn around of work. 
  
   
• Should be an independent thinker with confidence in his/her abilities and not afraid to make decisions in the absence of the Chairman and Managing Director that meet the Chairman’s approval.
  
   
• The Chairman and Managing Director is very conscious about perfection, details, responsiveness and quality of assignments plus the continuous improvement of company procedures and systems. Also, assist in all these matters on a continuous basis.