Executive Office Manager

Maintain Office Services:

• Design and implement office policies.
• Organize office operations and procedures.
• Follow up on all issues until resolution and achieve.
• Control correspondences.
• Liaise with other agencies, organizations and groups.
• Maintain office equipment.
• Handle all of Chairman/ CEO travel and expenses.

Maintain Office Records:

• Design filing systems & ensure filing systems are maintained and up to date.
• Define procedures for record retention & ensure protection and security of files and records.
• Transfer and dispose records according to retention schedules and policies.
• Ensure personnel files are up to date and secure.

Supervise Office Staff:

• Assign and monitor clerical and secretarial functions.
• Provide on the job and other training opportunities.
• Supervise staff & evaluate staff performance.
• Coaching and disciplining staff.

Maintain Office Efficiency:

• Plan and implement office systems, layout and equipment procurement.
• Maintain and replenish inventory.
• Anticipate needed supplies.
• Verify receipt of supply.

Perform Other Related Duties As Required:

• Acting as a first point of contact: dealing with correspondence and phone calls.
• Perform a variety of responsible, confidential and complex administrative, technical and secretarial duties.
• Act as a liaison with other departments, staff outside agencies, and the public. Ensure the efficient operation of the office Essential function.
• Act as a confidential administrative assistant in the CEO office, managing calendars and schedules, screening callers and arranging appointments, meetings, and conferences as directed.
• Design, establish and maintain the management information system including physical and electronic files.
• Prepare reports as directed.
• Respond to inquiries, customer claim on the phones to the nominated department and provide information and assistance to the public in a courteous manner.
• Transcribe dictated or written materials, take minutes of meetings as required.
• Initiate correspondences on a variety of matters requiring an in-depth understanding of company policy procedures.
• Operate office equipment including copiers facsimile and computer job requirements.
• Ensure proper follow-up on pending matters and bring it up to the attention of the Chairman