Office Manager (UAE National Preferred)

The Office Manager of the COO’s Office plays a critical role in supporting the COO and ensuring the efficient operation of the COO’s office at the University. The position requires a combination of administrative, managerial, and interpersonal skills, as well as a deep understanding of university operations and policies. The Office Manager plays a key role in advancing the COO’s goals and objectives, and works closely with other University offices to achieve these goals.

ESSENTIAL DUTIES & RESPONSIBILITIES: 

• Communicates with functional managers, staff members, deans, faculty members, and students; by responding to all their inquiries and satisfying all their needs.
• Establishes viable relationships with external parties; including banks, insurance companies, other financial institutions, consultants, key customers and vendors, external auditors and regulatory authorities.
• Manages the COO’s calendar by prioritizing appointments, scheduling meetings and events. Coordinates events and meetings hosted by the COO’s office, including scheduling and logistics.
• Supervises administrative support staff, including training and evaluating performance.
• Manages special projects as assigned by the COO, including research, analysis, benchmarks and report preparation.
• Drafts minutes of meetings and translates documents (Arabic to English and vice versa).
• Prepares, reviews and refines progress reports in coordination with related managers; ensures that deadlines of projects’ completion are met and problems are immediately addressed, resolved and/or reported.
• Maintains organized and easily accessible resources within a highly automated environment; ensuring an accurate and timely flow of incoming and outgoing documents and conducting an initial review of those that need the COO’s signature.
• Drafts letters, announcements, memos, circulars, emails, and communicates with all internal and external parties as needed.
• Attends meetings and updates the COO on certain matters of interest.
• Produces reports, presentations, analytical summaries and briefing papers.
• Provides input and recommendations to the COO on key issues and initiatives.
• Assists with the preparation of annual reports, strategic plans, and other documents for the University.
• Continuously evaluates the effectiveness of administrative processes and makes recommendations for improvement.
• Monitors and tracks the COO’s projects and initiatives, ensuring that deadlines are met and progress is made.
• Prepares and reviews reports, presentations, and other materials for the COO.
• Serves as a resource for University student, faculty and staff members by answering questions and providing guidance on university policies and procedures.
• Performs other different job-related duties as assigned by the COO.

QUALIFICATIONS & EXPERIENCE:

• A Bachelor Degree in Business Administration or any other relevant field.
• Minimum 5-7 years of professional experience in a related role, preferably within the higher education environment.

KNOWLEDGE & SKILLS:

• Interpersonal skills: building relationships and working collaboratively with colleagues, students, faculty and staff members, and external partners. Should be approachable, empathetic, and have a customer service-oriented mindset.
• Excellent knowledge of administrative policies, procedures and best practices as applicable to the support services. In addition to a deep understanding of University policies and procedures, as well as relevant regulations and guidelines, to be able to ensure compliance with these requirements.
• Ability to prioritize the workload in an effective manner; work under pressure within a busy environment and meet tough deadlines.
• Ability to plan and execute complex projects and initiatives, manage timelines and deadlines, and ensure that goals are met.
• Good knowledge of office management practices within a dynamic and highly automated work environment.
• Ability to foster cooperative work relationships within a diverse community that involves multiple internal and external parties.
• Proficiency level of MS. Word, Excel, and PowerPoint.
• Excellent written and oral communication skills in English and Arabic.
• Ability to convey complex information in a clear and concise manner and be skilled at diplomacy and conflict resolution.
• Good knowledge of budget preparation and fiscal resources management.
• Ability to gather data, conduct research, compile information, and write reports.
• Ability to analyze data and information, identify trends and patterns, and make recommendations based on their findings.
• Strong attention to detail and be able to maintain accurate records and documentation.
• Ability to adapt to changing circumstances and priorities, and be comfortable working in a fast-paced environment.
• Ability to identify problems, evaluate options, and develop effective solutions.
• Ability to think strategically, understand the University’s mission and goals, and align the work of the COO’s office with these objectives.
• Ability to handle confidential information with discretion and maintain the highest level of professionalism at all times.

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort is required.
• No or very limited exposure to physical risk.

SUPERVISION:

Reports to: Chief Operating Officer

Subordinates: N/A