Assistant Office Manager (674)

Job Title

Assistant Office Manager

Job Purpose

Manage day-to-day office operations and administrative coordination within the CEO’s office, ensuring an efficient, organized, and professional work environment. This role supports executive logistics, internal communication, and documentation while managing reception, supplies, and board meeting preparation. The Assistant Office Manager plays a critical role in enabling smooth executive workflows, stakeholder coordination, and governance support.

Key Accountabilities

Office Administration

• Monitor office supply management, space organization, and cleanliness to ensure a professional working environment.
• Manage external vendors related to maintenance, printing, or logistics services, ensuring timely delivery and service quality.
• Maintain and regularly update the office asset inventory, ensuring all equipment and furnishings are accounted for and in good condition.
  
  

Executive Support & Scheduling

• Manage the CEO’s schedule, prioritizing meetings, internal and external engagements, and travel logistics.
• Prepare and coordinate executive meetings, ensuring documentation, agendas, and follow-ups are well organized.
• Anticipate scheduling conflicts or priorities and proactively propose optimized calendar solutions to accommodate the CEO’s schedule.
  
  

Governance & Board Support

• Manage logistics for Board and executive-level meetings, including calendar planning, materials preparation, and post-meeting action tracking.
• Support compliance with governance standards, ensuring confidentiality and proper handling of Board records.
• Coordinate the timely distribution of Board packets and ensure Board members receive relevant documentation prior to each meeting.
  
  

Communication & Document Management

• Coordinate CEO correspondence, ensuring professional tone, accuracy, and timely response to internal and external stakeholders.
• Archive and maintain executive files and documents with strict confidentiality protocols and document lifecycle best practices.
• Establish standardized templates for executive communications and internal memos to ensure clarity and consistency.
  
  

Internal Coordination

• Serve as liaison between the CEO’s office and other departments to facilitate clear communication and timely issue resolution.
• Monitor resource usage and cost-effectiveness across office operations.
• Contribute to internal improvement initiatives by identifying inefficiencies in executive office workflows and recommending solutions