Assistant Office Manager

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

• Manage day-to-day office operations, including office supply management, space organisation, cleanliness, and external vendor relationships for maintenance, printing, and logistics services.
• Maintain and regularly update the office asset inventory, ensuring all equipment and furnishings are accounted for and in good condition.
• Manage the CEO's schedule, prioritising meetings, internal and external engagements, and travel logistics.
• Prepare and coordinate executive meetings, ensuring documentation, agendas, and follow-ups are well organised.
• Anticipate scheduling conflicts or priorities and proactively propose optimised calendar solutions to accommodate the CEO's schedule.
• 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, and coordinate the timely distribution of Board packets and documentation to Board members.
• Coordinate CEO correspondence with a professional tone, accuracy, and timely responses to internal and external stakeholders, and establish standardised templates for executive communications and internal memos.
• Archive and maintain executive files and documents with strict confidentiality protocols and document lifecycle best practices.
• Serve as liaison between the CEO's office and other departments, monitor resource usage and cost-effectiveness across office operations, and contribute to internal improvement initiatives by identifying inefficiencies and recommending solutions.

• Demonstrate integrity, professionalism, and a commitment to maintaining a safe and respectful workplace where everyone is protected, valued, and given fair opportunities to thrive.