Executive Assistant & Office Manager

The Executive Assistant & Office Manager will provide strategic and operational support to the CO-CEO of a regional industrial group. This hybrid role combines high-level executive assistance with the efficient management of office operations to ensure seamless coordination of administrative functions. The ideal candidate is highly organized, proactive, and capable of multitasking in a dynamic industrial environment.

Executive Support Duties

Schedule Management: Organize the CO_CEO’s calendar, plan meetings, and coordinate travel arrangements for subsidiaries, client visits, trade shows, industry events, and board meetings. Communication Management: Act as the primary liaison, managing correspondence (emails, calls, and documents) to ensure timely and professional responses. Presentation & Reporting: Prepare and edit presentations, reports, and marketing proposals. Meeting Coordination & Minutes: Arrange meetings, prepare agendas, and take detailed and accurate minutes for follow-up actions and documentation. Project Coordination: Track and oversee deadlines, sales initiatives, and marketing campaigns to ensure timely execution. Event Logistics: Organize logistics for board meetings, conferences, client meetings, product launches, and promotional events. This includes Hotels, Airlines, rental cars, restaurants and events venues bookings.

Office Operations Duties

Workspace Management: Ensure office supplies, equipment, and facilities support the productivity of the CO-CEO team. Budget & Procurement: Manage office and marketing budgets, vendor contracts, and procurement of marketing materials and supplies. Logistics Coordination: Oversee shipments and deliveries of promotional materials, product samples, and marketing assets. Policy Compliance: Ensure adherence to workplace policies, health and safety standards, and industrial regulations. Process Optimization: Identify inefficiencies and recommend improvements to office systems, workflows, and communication. Team Support: Provide administrative support to CO-CEO teams, including scheduling, resource allocation, and task follow-ups. Requirements

Education & Experience:

Bachelor’s degree in business administration, marketing, or a related field (preferred). 10+ years of experience in a combined administrative, personal assistant, or office management role.

Skills & Competencies:

Exceptional organizational and multitasking skills. Excellent English language skills, both written and spoken. Other languages are welcomed. High experience in online bookings for Airlines, Hotels, and events venues. Experience in handling government relations and liaising with regulatory authorities. Strong communication abilities, both written and verbal, with a professional demeanor. Proficiency in office tools (e.g., MS Office, scheduling software). Basic understanding of sales and marketing processes and reporting. Experience in managing budgets and vendor relationships. Strong problem-solving and decision-making skills, with a proactive approach to challenges.