Office Manager

SUMMARY:
Position Overview:
We are seeking a dynamic and experienced Office Manager to support the Office of the COO & Directors. This role requires a proactive individual who can manage a wide range of administrative, operational, and executive support tasks in a fast-paced environment.

POSITION INFO:
Key Responsibilities
Executive Support

• Manage executive diaries, appointments, and meetings.
• Coordinate personal tasks for senior executives (travel, catering, gift purchases, etc.).
• Organize executive travel arrangements including visas, transport, and accommodation.

• Handle all administrative duties for the Office of the COO & Directors.
• Draft and format correspondence, reports, and presentations.
• Address high-level queries and complaints, including those at executive and ministerial levels.
• Provide ad hoc support to the Directors as needed.

• Source and procure marketing materials and corporate gifts per internal policy.
• Negotiate pricing to ensure cost-effectiveness.
• Manage stock levels and track executive expenses.

• Assign tasks to drivers and manage their schedules.
• Oversee the performance and availability of company vehicles.
• Ensure proper vehicle maintenance and usage tracking.

• Supervise and evaluate Reception team performance.
• Ensure timely distribution of class schedules and event details.

• Manage international student accommodations, including lease payments and property inspections.
• Negotiate rental agreements and manage student medical aid coverage.

• Book travel for executives and facilitators (flights, car rentals, accommodation).
• Manage visa applications and airport transfers.

• Escalate IT-related issues when necessary.
• Assist in setting up Zoom/MS Teams meetings for executives.

• Liaise with Reg Café Management for seamless operations.
• Approve event menus and reconcile accounts monthly.
• Follow up on outstanding payments.

• Coordinate with Facilities and Building Managers to maintain high service standards.
• Ensure cleanliness and upkeep of office and campus spaces.
• Oversee event and class setup with Facilities.
• Support compliance with COVID-19 and health & safety regulations.