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.