Office Manager

• Manage and organize the CEO’s complex calendar, including scheduling internal and external meetings, resolving conflicts, and ensuring time is prioritized effectively.

• Prepare comprehensive briefs, reports, and presentation materials prior to executive meetings to ensure the CEO is fully equipped with necessary context and background information.

• Handle all official incoming and outgoing correspondence, including emails, formal letters, and invitations, filtering priorities and redirecting matters to relevant departments when appropriate.

• Orchestrate executive management meetings by organizing agendas, sending invitations, documenting minutes, and tracking "Action Points" to ensure accountability across departments.

• Oversee the daily administrative and logistical operations of the office, including reception, meeting room preparation, cleanliness, security, and maintenance, ensuring a professional environment that reflects OYA’s brand.

• Manage office supplies and inventory procurement in coordination with the Finance department, establishing controls to minimize waste while maintaining quality.

• Maintain a secure and organized archiving system for the CEO’s office, ensuring critical documents, decisions, and agreements are easily retrievable yet strictly confidential.

• Supervise and develop the support staff team (secretariat, reception, runners), assigning tasks and monitoring performance to ensure service excellence.

• Monitor the implementation of executive decisions by following up with department heads on deadlines and deliverables without interfering in their operational scope.

Requirements

• Proven work experience in an administrative, secretarial, or personal assistant role.

• Professional Fluency in English (written and spoken); strong communication and interpersonal skills are mandatory.

• Exceptional organizational skills, attention to detail, and ability to manage time effectively under pressure.

• Strong critical thinking and proactive problem-solving abilities, demonstrating resourcefulness.

• High level of integrity and demonstrated ability to manage highly sensitive and confidential information with discretion.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and general office software.

• A Bachelor's degree in Business Administration or a relevant field is preferred but not essential.

• Flexibility to handle varied responsibilities, including occasional personal errands for the executive (if applicable).