Office Manager & Executive Support Officer

Role overview

This position sits at the center of office coordination and administration for the department. The Office Manager is responsible for keeping daily workplace operations running smoothly, with coverage spanning facilities, vendors, cost control, and general administrative support. In addition to core office management duties, the role may occasionally provide executive assistance to the BxT Management Committee and the Senior HR Manager.

A major part of the job involves handling end-to-end cost administration, including purchase orders, MIGO entries, invoice handling, and the preparation of tracking documents and reports.

Office operations and administration

• Take full ownership of office operations and make sure processes stay structured, efficient, and consistently applied across the department.
• Act as the main contact for office management matters such as procurement, supplies, maintenance, building facilities, and general support services.
• Improve office productivity through forward planning and execution of equipment purchases, workspace arrangement, and operational setup.
• Manage access arrangements for staff, including building entry and parking permissions.
• Maintain a polished and hospitable atmosphere for visitors and external guests.
• Provide temporary coordination support when other assistants in the affiliate are unavailable, as needed.

Vendor and cost management

• Handle relationships with vendors, service partners, and the building landlord.
• Lead negotiations on contracts, pricing, and office lease-related matters when required, while ensuring invoices are raised and settled on schedule.
• Oversee the complete PR/PO workflow, coordinate expense checks with Finance, HR, and the CEO, and support vendor code creation in the system.
• Track incoming invoices and maintain a detailed master register for payments, vendor onboarding, and cost monitoring.
• Prepare monthly cost summaries and expense reports, keep PO, travel, and invoice trackers current, and follow up to ensure timely payment processing.
• Work closely with the Cost Controller and Accounting team on invoices and service provider matters.

Events, logistics, and team support

• Plan and coordinate internal and external events as assigned by management.
• Manage end-to-end logistics for missions, seminars, and team gatherings, including hotel, restaurant, and transport bookings.
• Support the setup and coordination of meeting logistics for the department.
• Provide organised administrative assistance that helps the team operate effectively.

Executive support

• Assist the BxT Management Committee with calendar management, scheduling, and day-to-day meeting coordination when needed.
• Arrange travel for the BxT Management Committee and broader team.
• Process expense claims for the CEO and review and follow up on team expense submissions.
• Make sure the CEO is well prepared for important meetings by managing correspondence, meeting-room arrangements, transport, driver coordination, taxis, and related logistics.

Additional objectives

• Follow the compliance procedures and guidelines connected to this role.
• Contribute to team projects and cross-functional work whenever needed.
• Coordinate with different departments to complete assigned tasks.
• Maintain courteous and professional working relationships with all colleagues.
• Be proactive and take responsibility for completing tasks and duties.
• Support the team whenever required within the relevant area of responsibility.
• Assist with any ad hoc work assigned.

Context and environment

This role calls for strong office management and administration expertise, along with excellent coordination and organisational ability. The Office Manager is expected to take ownership of daily operations and work with a good level of independence across teams and senior stakeholders to keep the office running effectively.

Qualifications and experience

The ideal candidate should bring at least 8 years of relevant experience in office management or a senior administrative position. Prior exposure to office operations, facilities coordination, and vendor management is required.

Strong communication and interpersonal abilities are important, along with the confidence to work in a multicultural environment. English fluency is essential, while French and/or Arabic would be an added advantage.

Technical familiarity should include office management systems and procedures, Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook, strong IT literacy, and corporate administrative practices.