Office Manager and Executive Secretary

3-5 years
3 months ago 1 Applied
Job Description

Job Overview:

The Office Manager and Executive Secretary at Bitaaza ensures efficient office operations and provides executive support to the leadership team. This role requires effective multitasking, confidentiality, and a well-organized approach, ultimately contributing to the company's overall success.

Responsibilities:

Executive Support:

  • Manage and maintain schedules, appointments, and travel arrangements for the leadership team.
  • Organize and coordinate meetings, including preparation of agendas, materials, and logistics.
  • Draft and edit correspondence, reports, and presentations as needed.
  • Attend meetings and take accurate minutes when required.
  • Act as a liaison between the leadership team and other staff members, clients, and external partners.

Office Management:

  • Oversee the day-to-day operations of the office, ensuring a clean, organized, and efficient work environment.
  • Manage office supplies inventory and procurement, including negotiation with vendors.
  • Coordinate office maintenance and repairs, liaising with building management and service providers.
  • Implement and maintain office policies and procedures, ensuring compliance with legal and company regulations.
  • Assist with onboarding and orientation of new employees, including setup of workstations and office equipment.

Administrative Support:

  • Answer, screen, and direct incoming calls and emails, providing information and assistance as needed.
  • Manage and maintain filing systems, both physical and electronic, ensuring confidentiality and data security.
  • Prepare and submit expense reports and other financial documents as required.
  • Assist in the planning and organization of company events and functions.
  • Perform other administrative tasks as assigned.

Qualifications:

  • Bachelor's degree in business administration or a related field is preferred.
  • A minimum of 3 years of experience in office management or executive assistant roles.
  • Proficiency in Microsoft Office Suite and Google suite
  • Strong written and verbal communication skills.
  • Excellent time management and organizational skills.
  • Ability to prioritize and handle multiple tasks simultaneously.
  • Discretion and confidentiality in handling sensitive information.
  • Proactive problem solver with a strong work ethic and attention to detail.
  • Experience in managing budgets and negotiating with vendors is a plus.

We will consider candidates who only disclose their monthly salary expectations.

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