Office Manager in the CEO’s Office

SUMMARY:
1 Year Contract 



The Office Manager will ensure smooth and efficient operations within the CEO’s Office by providing executive-level support, managing key administrative functions, and coordinating strategic projects and communications. This role demands exceptional organizational skills, a high level of confidentiality, and the ability to handle complex tasks in a fast-paced environment. The Office Manager will act as a liaison between the CEO and various stakeholders, both internal and external.

POSITION INFO:
Key Performance Areas (KPAs)

1. Executive Support to the CEO

• Key Activities:
• Manage the CEO’s schedule, including meetings, appointments, and travel arrangements.
• Act as the point of contact between the CEO and internal/external stakeholders.
• Prepare and compile executive reports, briefings, and presentations for board and management meetings.
• Oversee and manage all incoming and outgoing correspondence, ensuring the CEO is updated on critical issues.
• Draft official correspondence on behalf of the CEO.

• Key Activities:
• Oversee daily operations within the CEO’s office, ensuring a smooth workflow and efficient use of resources.
• Liaise with the Administration Officer to ensure that all office administrative duties are completed, including document filing, record-keeping, and procurement of office supplies.
• Manage the office budget, ensuring cost-effective procurement and expenditure control.
• Implement and maintain office procedures and systems, ensuring operational efficiency.
• Oversee the coordination and preparation of internal and external meetings, including logistics, agenda setting, and minute-taking.
• Develop and maintain an efficient filing system

• Key Activities:
• Assist the CEO in coordinating and executing strategic projects, including tracking deliverables and timelines.
• Ensure alignment of key office projects with organizational objectives.
• Manage special projects as assigned by the CEO, including research, feasibility studies, and report generation.
• Monitor and report on the progress of projects, ensuring timelines and milestones are met.

• Key Activities:
• Serve as a liaison between the CEO and external stakeholders (partners, board members, regulatory bodies).
• Draft and manage communications from the CEO’s office, ensuring they align with organizational tone and brand.
• Maintain professional relationships with board members, executives, and senior management teams to facilitate information flow.
• Handle confidential and sensitive information with the utmost discretion and professionalism.

• Key Activities:
• Ensure that the CEO’s office complies with all legal and governance requirements.
• Coordinate governance activities, including the scheduling of board meetings, compiling board packs, and ensuring follow-ups on action items.
• Maintain an accurate record of minutes and decisions taken during executive and board meetings.
• Liaise with legal and compliance departments to ensure the CEO’s office adheres to corporate governance standards.
• Follow up on implementation of board and manco decisions / resolutions
• Ensure timely approval of submissions and/or reports by CEO ensuring that final approved document is accurate, compliant & complete.

• Key Activities:
• Lead and mentor support staff (e.g., Administration Officer) to foster professional growth and performance.
• Identify training and development needs within the office and ensure that staff receive relevant professional development opportunities.
• Foster a collaborative, productive, and positive working environment within the CEO’s office.

• Bachelor’s Degree in Business Administration, Management, or a related field.
• Postgraduate qualifications would be an advantage.
• Project Management certification is advantageous.

• Minimum of 5–7 years of experience in executive office management, corporate governance, or executive support.
• Experience working in a senior administrative role within a high-pressure corporate environment.
• Proven track record in managing strategic projects and stakeholder engagements.
• Familiarity with working in public sector entities or within SETAs is an advantage.

• Leadership and Management Skills: Proven ability to manage teams, coordinate multiple tasks, and lead initiatives.
• Organizational Skills: Excellent time management, task prioritization, and organizational abilities.
• Communication Skills: Strong verbal and written communication skills, with the ability to draft professional correspondence and reports.
• Interpersonal Skills: Ability to build relationships and communicate effectively with various stakeholders.
• Project Management: Demonstrated experience in coordinating and delivering projects.
• Technical Skills: Proficiency in MS Office Suite, including Excel, Word, and PowerPoint. Familiarity with project management tools and platforms.
• Analytical Skills: Ability to synthesize complex information and present it concisely.
• Confidentiality and Discretion: Must handle sensitive information with care and professionalism.
• Knowledge of Corporate Governance: Understanding of governance practices, protocols, and compliance requirements in a corporate environment.

• Strong problem-solving and decision-making capabilities.
• Proactive and self-motivated with the ability to anticipate needs.
• High attention to detail and commitment to quality.
• Ability to work under pressure and handle high volumes of work within tight deadlines.