Chief of Staff

Overview

EA & Office Manager Duties and Responsibilities

• Diary management, managing meeting requests with internal and external parties, ensuring correct line-ups. Schedule recurring administrative/governance meetings, ensuring quorum and readjusting as necessary. Proactively look for and resolve diary conflicts. Ensure smooth running of the day.
• Liaise with Funds and other external parties ahead of meetings to ensure smooth running.
• Book rooms and resources for any meetings.
• Prepare and circulate documentation for the meetings. Participate in meetings as required, minuting, agendas etc.
• Travel management, plan travel proactively ahead of regular travel. Prepare itineraries according to specific instructions given. Ensure travel is booked in accordance with the policy, ensuring value for money. Book flights and hotels via the travel agent, seek permissions, ensure flights are ticketed and diarised. Arrange ground transport as required. When preferred hotels are not available or not within budget, explore alternative options. Ensure correct travel documentation is held by the passenger and arrange visas as required. Apply correct cost coding to all aspects of the booking.
• Compliance: maintain compliance records. Assist in compliance audits.
• Document preparation, prepare agendas and minutes for the meetings as requested. Arrange document execution, manage subsequent circulation and filing. Print and bind presentations and materials to the standard required. Proactively prompt the team for document requirements ahead of meetings and travel.
• Undertake research and report findings as requested.
• Finance management: prepare expense reports for the team as requested using the dedicated software. Ensure correct coding is applied. Ensure prompt payment of invoices. Assist Accounts Payable in obtaining correctly addressed invoices. Provide credit card reconciliations on monthly basis.
• Assist the CFO and team in budget planning and with audit requests.
• Teamwork with the office, cover others during planned and unplanned absence. Work as part of the EA team internationally. Assist with team or office activities when needed.
• HR support for the office, managing employee onboarding and offboarding, employment visas, benefits etc
• Manage the DIFC portal, ensuring compliance and company records kept up to date.
• Office management: liaise with contractors for any maintenance, manage office supplier contracts, insurances etc.
• Manage the office receptionist.
• See to ad hoc requests and projects for the office.
• Provide out of hours support to team as required.

Skills