Office Manager

3 weeks ago

Abu Dhabi, United Arab Emirates EMIRATES PARK ZOO AND RESORT Full time

Support the organization’s overall business operations management, help implement cross-function processes, and aid in the day-to-day efficiency of the Zoo Director / CEO Office by providing executive and clerical support.
- **Duties & Responsibilities**:_
- Consistent liaising with the Zoo director, feedback, gathering needed information.
- Proactive and creative managing of the Directors daily routine and enhance the communications.
- Managing and organizing the Zoo Director’s schedule, including travel, conferences, and appointments, and making necessary adjustments. Making independent decisions on priorities and resolving schedule conflicts. Providing schedule support to other division heads, managers, and supervisors as needed.
- Preparing reports and other documents for meetings and conferences, including minutes, of a technical and confidential nature. Creating informational PowerPoint presentations for the Zoo Director as requested.
- Drafting correspondence based on Zoo Director's instructions, creating routine memos, letters, or correspondence for review and approval, and proactively managing regularly scheduled updates and memos.
- Maintaining inventory and office supplies and uniforms, anticipating office needs, and placing and expediting orders as necessary.
- Creating detailed invoices for partner billings, completing travel and expense reports, and updating various spreadsheets.
- Maintaining an electronic records management system for the Zoo Director's files and ensuring County record retention rules and regulations are followed.
- **Qualifications and Skills**:_
- A college degree in a related field, such as business administration or management.
- Proficiency in office software such as Microsoft Office and Google Suite.
- Excellent verbal and written communication and presentation abilities.
- The ability to multitask and prioritize effectively.
- Strong problem-solving skills.
- The ability to work well under pressure and handle confidential information with discretion.
- Professionalism and ability to interact with high-level executives and external partners.
- Ability to get a meeting started in the absence of the Zoo Director.
- Ambitious and show initiative to find out why a meeting is important and have the desire to learn more about the interworking of the Zoo to better support the Zoo Director.
- **Key performance indicators (KPIs)**:_
- **Meeting scheduling and coordination**: The percentage of scheduled meetings that take place on time and without conflicts.
- **Calendar management**: The percentage of calendar updates that are completed accurately and on time.
- **Travel arrangements**: The percentage of travel arrangements that are completed on time and within budget.
- **Report and presentation preparation**:The percentage of reports and presentations that are completed on time and to the satisfaction of the Zoo Director / Deputy CEO.
- **Event planning and execution**: The success rate of events planned and executed by the Executive Assistant.
- **Communication and liaison**: The effectiveness of communication and liaison between the Executive Assistant and other departments or external contacts.
- **Project and initiative implementation**:The percentage of projects and initiatives that are completed on time and within budget.
- **Information management**: Maintaining and managing confidential and sensitive information effectively.
- **Customer satisfaction**: The level of satisfaction of the Zoo Director / Deputy CEOand other top executives with the performance of the Executive Assistant.

**Job Types**: Full-time, Permanent

Application Question(s):

- What's your Visa Status?
- What's your Current Salary?
- What's your Expected Salary?

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