Office Manager & Executive Support Officer

Role Overview

Office Operations & Administration

• Own and manage overall office operations, ensuring procedures are organised, efficient, and consistently followed across the department.
• Serve as the primary point of contact for all office management matters, including procurement, office supplies, maintenance, facilities, and general services.
• Ensure office efficiency through proactive planning and execution of equipment procurement, space layouts, and operational systems.
• Manage building and parking access for all staff.
• Provide a professional and welcoming environment for visitors and external guests.
• Act as interim coordination support in the absence of other assistants within the affiliate, as required

Vendor & Cost Management

• Manage relationships with vendors, service providers, and the building landlord.
• Lead contract and price negotiations with office vendors, service providers, and on office lease matters as required; ensure all items are invoiced and settled on time.
• Oversee the full PR/PO process, coordinate expenses validation with Finance, HR & CEO, and manage vendor code creation in the system.
• Monitor invoices and maintain a comprehensive master tracker covering all payments, vendor creation, and cost control.
• Prepare and maintain monthly reports tracking all office costs and expenses; ensure timely updates to PO, travel, and invoice trackers and follow up to ensure payments are processed.
• Liaise with the Cost Controller and Accounting department on all invoices and provider matters.

Events, Logistics & Team Support

• Coordinate and organise internal and external events as directed by Management.
• Oversee end-to-end logistics for missions, seminars, and team events, including hotels, restaurants, and transportation bookings.
• Support the setup and organisation of internal meeting logistics for the department.
• Contribute to the overall effectiveness of the business by providing structured administrative support to the team.

Executive Support

• Support the BxT Management Committee with diary management, scheduling, and daily meeting coordination as needed.
• Coordinate travel arrangements for BxT Management Committee and the broader team.
• Process expense claims for the CEO and verify and follow up on expense submissions for the team.
• Ensure the CEO is appropriately briefed and prepared for key engagements; maintain accurate records of correspondence and logistical arrangements (meeting rooms, drivers, taxis, etc.).

Other Objectives

• Ensure adherence to compliance processes and guidelines specific to position’s roles and responsibilities.
• Work on different projects within the team or with other teams as and when required.
• Manage coordination with different departments for executing tasks.
• Maintain respectful and professional rapport with all team members.
• Be proactive in achieving and completion of tasks. Take lead in completing given tasks and responsibilities.
• Help the team as and when required for responsible areas.
• Complete, assist with other Ad-hoc works as delegated.

Context And Environment

Required Experience

• At least 8 years of relevant experience in an Office Management or senior administrative role
• Proven experience in office operations, facilities coordination, and vendor management
• Excellent communication and interpersonal skills
• Proficiency in

English

French

Arabic

• is a valuable asset but not required
• Comfortable working in and contributing to a multicultural environment
• **Technical knowledge:**
• Office management systems and procedures

• Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Strong IT literacy
• Corporate administrative practices