The Office Manager is responsible for overseeing the efficient operation of our office and providing essential administrative support to the CEO. This role requires strong organizational, communication, and leadership skills, as well as the ability to multitask and prioritize effectively. Additionally, the Office Manager will be responsible for managing travel arrangements and coordinating catering events.

Administrative

• End to end coordination of the CEO’s schedule, correspondence, appointments, meetings, travel arrangements, communications and other business requirements.
• Prepare and/or review high level and complex written correspondence, organizational communication messages, proposals, papers and presentations.
• Ensure CEO is briefed on key priority matters as required in liaison with other functional areas.
• Create and manage an effective e-filing system for CEO (emails and other electronic documents) that is easily understandable and accessible.
• Support Leadership Team members with queries, documents, CEO availability, and other relevant requests.
• Receive and host visitors to the CEO Office, or for Board/Leadership meetings.
• Provide guidance and expertise relative to the smooth and efficient functioning of the CEO’s office and suggestions for other functional areas.
• Manage all internal and external leadership team meetings and workshops, including
  arrangement of venues, agendas, minutes, papers and matters arising.
• Coordinate and oversee the day-to-day office activities and operations to secure efficiency and compliance to company policies. Develop and implement operational policies and
  procedures to ensure that all office operations run smoothly and efficiently.
• Manage agendas/appointments/travel arrangements etc. for the CEO or any requested client
  or consultant.
• Manage phone calls and correspondence (e-mail, letters, packages etc.).
• Managing the office budget and ensuring that all expenses are properly accounted for and within budget.
• Create and update records and databases with personnel, financial and other data.
• Track stocks of office supplies and place orders when necessary.
• Ensure compliance with all relevant regulations and laws.
• Maintain confidentiality and handle sensitive information with discretion.
• Maintain office policies and procedures, ensuring smooth daily operations.
• Implement and maintain efficient filing systems for documents and records.
• Develop and enforce security protocols for office premises and confidential information.

Communication and Coordination

• Prepare agendas and minutes for different meetings.
• Assist colleagues whenever necessary.
• Serve as the primary point of contact for internal and external stakeholders.
• Facilitate effective communication between the CEO and various departments.
• Collaborate with team members to ensure timely completion of tasks and projects.
• Assist in the preparation of board meeting materials and follow-up on action items.

Catering Event Management

• Plan and coordinate catering events, including meetings, conferences, and special occasions.
• Liaise with vendors and suppliers to ensure timely delivery of services and products.
• Manage event budgets, negotiate contracts, and track expenses.
• Oversee event setup, including seating arrangements, audiovisual equipment, and decorations.

Business Planning

• Support the CEO and senior management in all strategically and operationally relevant matters in order to further develop Moharram & Partners’ business in Egypt and the region in line with well-defined objectives and strategy.
• Support in the annual strategic, operational and financial planning process for all Moharram & Partners’ accounts by collecting and critically analyzing required data as well as compiling documents and presentations to establish a basis for monitoring and evaluating business performance.
• Marketing, planning and execution (corporate communications, brand management, event management).

Budget and Financial Coordination

• Facilitate and manage CEO’s budget requirements and monitor accordingly.
• Work with finance to support scheduling of annual budget preparation and review process in line with CEO and Board schedule.
• Coordinate key financial and expenditure reports as required for CEO.
• Generate purchase orders, as required, and coordinate the payment of approved invoices in a timely and efficient manner.

Project Coordination and Support

• Participate in or drive key project initiatives as required.
• Scope, develop and implement project plans as required.
• Conduct research and analysis in accordance with project requirements
• Facilitate the delivery of successful projects in an effective, efficient and confidential manner.