Summary

Manage all the administrative and logistic aspects of the office. The executive Assistant / Office Manager (of CEO) organizes and supervises all of the administrative and logistic activities in order to facilitate the smooth running of the Executive (CEO’s) Office.

Key Responsibilities

  • Maintains office services by organizing office operations and procedures; controlling correspondence; designing and maintaining filing systems; assigning and monitoring clerical functions;
  • Support the CEO with appointment setting, calendar management, and correspondence.
  • Act as the point of contact between the CEO and internal/external clients.
  • Provide support to CEO in ensuring smooth admin and logistic operation of the department.
  • Ensure orderly filing and Knowledge Management of the office data (admin and other).
  • Ensure that companies policies and procedures are followed and explained to team members
  • Promote smooth workflow with other departments.
  • Organizing and preparing for meetings with CEO, staff and other departments – (including typing the agenda and taking minutes of meetings).
  • Writing and preparing reports or presentations for or on behalf CEO.
  • Organize documents to be signed by coordinating with relevant departments and keep track of documents, correspondence in/out of the department.
  • Coordinates with other departments that reports and other requested documents are submitted correctly and in time.
  • Will have to liaise and coordinate some projects with other departments.
  • Undertake the tasks of receiving calls, take messages and routing correspondence.
  • Using proficiently a range of office software, including email, spreadsheets and databases;
  • Coordinate and oversee staff meetings.
  • Implement and coordinate office policies.
  • Translate documents if required.
  • Make travel arrangements (tickets, hotels etc.)
  • Other duties assigned.

Competencies

  • High sense of organization and work methodologies.
  • Have strong competency in computer and the use of Microsoft Office applications
    (Office, PowerPoint, Excel)
  • Have good time and project management skill. Ability to multitask.
  • Strong Organization/planning skills: Plans, organizes, schedules in efficient, organized manner. Focuses on key priorities.
  • Stress management: stable& poised under pressure.
  • Ability to translate documents in English – Kurdish – Arabic.
  • Have excellent oral and written communication skills.
  • Full comprehension of office management systems and procedures.
  • Must be dependable and trustworthy.
  • Must exercise good customer service skills to both internal and external employees and clients.
  • Must be self-motivated, focused, and persistent.
  • High sense of confidentiality.
  • Focused on delivering and improving status quo.
  • Able to stay late when needed.
  • Eager and fast learner.
  • Excellent typing skills.
  • Must be goal and detail oriented.
  • Having a dgree in Project Management is a plus.

Work Experience

Education

Bachelor in Administration, Business Management or related field

Language

  • Arabic (required)
  • English (required)
  • Kurdish (required)

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