JOB OBJECTIVE
As the Office Manager for our consultancy client in Erbil, Iraq, you will work closely with the General Director to ensure the smooth flow and coordination of day-to-day operations. Your responsibilities will range from managing calendars and coordinating meetings to overseeing office logistics and handling confidential matters. This role demands excellent organizational skills, effective communication, and acute attention to detail. You will also play a crucial role in fostering collaboration between departments and supporting project management initiatives.
KEY RESPONSIBILITIES
- Provide administrative assistance to the General Director, managing calendars, scheduling appointments, and coordinating meetings
- Handle communication on behalf of the General Director, both internal and external, including emails, phone calls, and written correspondence
- Oversee day-to-day office operations, managing supplies, equipment, and coordinating maintenance
- Arrange and coordinate meetings, conferences, and events attended by the General Director, preparing agendas and organizing logistics
- Organize, archive, and maintain important documents, reports, and files, ensuring accessibility and confidentiality
- Assist in managing and monitoring various projects, ensuring deadlines are met and progress is communicated effectively
- Liaise with other departments and staff members, fostering effective communication and collaboration
- Make travel arrangements for the General Director, including booking flights, accommodations, and transportation
- Ensure office compliance with organizational policies, procedures, and regulations
- Address and resolve operational issues or challenges within the office, seeking solutions and implementing improvements
- Act as a representative of the General Director, attending meetings or events on their behalf when necessary
- Supervise and lead administrative staff, providing guidance and support
- Provide strategic support to the General Director, conducting research, preparing reports, and assisting in decision-making processes
- Maintain confidentiality regarding sensitive information related to the General Director's work and the organization
- Monitor attendance, assist with report preparations, and handle leave request forms
- Coordinate with the HR department for any HR-related matters
- Perform any other tasks assigned by the line manager
KEY REQUIREMENTS
- Bachelor's degree in Business Administration, Project Management, Engineering, or related field preferred; Relevant certifications in office management or administration are a plus
- 3+ years of work experience in office management or executive support roles
- Excellent written and verbal communication skills in English and Kurdish (Arabic and Turkish knowledge is a plus)
- Ability to assist in managing and monitoring projects, addressing operational issues, and implementing solutions
- Experience in budget oversight, expense tracking, and financial processes
- Previous experience in supervising and leading administrative staff
- Strong organizational and multitasking abilities with attention to detail
- Proficiency in Microsoft Office products and calendar management systems
- Ability to effectively communicate with internal and external stakeholders
- Knowledge of organizational policies, procedures, and regulations, with a commitment to compliance
- Ability to provide strategic support to the General Director with minimal review required by senior management
- High integrity and ability to maintain confidentiality
- Adaptability to changing priorities and fast-paced environments
- Strong interpersonal skills for effective liaison with other departments and staff members
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.