Office Manager
Role Overview
The Office Manager serves as the CEO's primary administrative and operational support, ensuring seamless executive scheduling, office operations, and coordination across internal and external stakeholders. This role requires strong organizational discipline, discretion, and the ability to operate in a fast-paced, high-accountability environment.
Key Responsibilities
Executive & Calendar Management
- Manage and optimize the CEO's daily and long-term calendar, including meetings, priorities, and travel schedules.
- Coordinate internal and external meetings, ensuring alignment with business priorities and preparation of required materials.
- Screen, prioritize, and manage requests for the CEO's time and attention.
- Handle confidential information with professionalism and discretion.
Administrative & Office Operations
- Oversee day-to-day office management and administrative functions.
- Provide executive administrative support and complete ad hoc tasks requested by the CEO.
- Coordinate team activities, events, and office-related initiatives.
- Support onboarding logistics for new hires to ensure a smooth and professional experience.
Travel & Logistics
- Arrange and process travel requirements for local and international business trips (flights, accommodations, documentation, and itineraries).
- Ensure travel documentation is complete and compliant with company and regulatory requirements.
Finance & Vendor Coordination
- Process and submit requests for payment of operational and administrative expenditures.
- Reconcile and classify paid invoices for accurate accounting and budget tracking.
- Ensure complete documentation and monitor payment processing for timely completion.
- Coordinate with manpower agencies to obtain and verify official receipts and billing accuracy.
- Oversee renewal of vendor contracts and subscriptions, including coordination and negotiation for optimal rates.
Qualifications
- Bachelor's Degree in Business Administration, Human Resources, or related field preferred.
- Minimum 3+ years experience in Executive Assistant, Office Manager, or Administrative roles supporting senior leadership.
- Strong proficiency in Microsoft Office and/or Google Workspace.
- Knowledge of invoicing, contracts, and administrative finance processes is an advantage.
- Experience in a startup or fast-growing environment is a plus.
- Excellent organizational, multitasking, and time management skills.
- Strong written and verbal communication skills.
- High level of integrity, discretion, and professionalism.
- Ability to work under pressure and adapt in a fast-paced environment.
