Assistant Office Manager - Contract

Role Overview

Provide comprehensive administrative and coordination assistance to the Office Manager and leadership team, ensuring daily operations run efficiently. This includes managing schedules, communications, travel arrangements, financial tasks, and stakeholder interactions while maintaining confidentiality.

Key Duties

• Manage senior leaders' calendars, appointments, and meetings.
• Coordinate emails, calls, and internal/external communications.
• Prepare and organize documents, presentations, and records.
• Track meeting actions, deadlines, and necessary follow-ups.
• Offer support with everyday administrative tasks required by leadership.
• Process purchase requests, orders, and invoice tracking.
• Collaborate with Finance and Procurement for prompt processing.
• Assist in budget monitoring, reporting, and forecasting.
• Keep track of financial transactions and follow up on pending matters.
• Arrange travel plans, including flights, accommodation, and transportation.
• Manage travel documentation such as visas and permits.
• Ensure accurate and timely execution of travel itineraries.
• Serve as a primary contact for internal teams and external vendors.
• Monitor service requests and ensure timely resolutions.
• Coordinate HR, IT, and other operational support as necessary.
• Provide backup coverage for Office Manager absences.
• Handle routine correspondence, scheduling, and reporting.
• Escalate sensitive or urgent issues appropriately.
• Support seamless office operations and continuity.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration or related field.
• 4 to 7 years of total professional experience.
• At least 3 years in executive support, office administration, or related roles.
• Strong expertise in Microsoft 365 applications including Outlook, Teams, Excel, PowerPoint, and SharePoint.
• Experience with procurement processes, invoice management, and financial administration.
• Excellent skills in organization, communication, and stakeholder engagement.
• Ability to manage confidential information with discretion.
• Preferred experience in large organizations within aviation, hospitality, retail, or real estate sectors.