Assistant Office Manager Job at Joytech PLC, Ethiopia

Assistant Office Manager

Reporting Manager – Chief Financial Officer

Career level: Junior Level

Employment Type: Full-time

Job Purpose:

The Assistant Office Manager will be responsible for providing administrative support to the department, including managing clerical tasks, organizing and coordinating meetings, managing schedules, and handling communication with internal and external stakeholders

Duties and Responsibilities:

• Manage and maintain the company’s calendar, schedule appointments and meetings, and ensure all relevant parties are informed.
• Coordinate and manage logistics for meetings, conferences, and events, both on-site and off-site.
• Prepare and distribute meeting agendas, minutes, and other relevant materials as required.
• Act as the point of contact for the department, screening phone calls, emails, and inquiries and redirecting them appropriately.
• Administer and maintain the department’s filing systems and databases, ensuring confidentiality and security of sensitive information.
• Manage correspondence and communication between the department and stakeholders, including vendors, clients, banks, and other departments within the company.
• Support the department and other managers with specific projects and tasks as needed.
• Accurately issue stakeholder letters in all forms without errors.
• Monitor and maintain inventory levels of office supplies and equipment, and order new supplies as needed.
• Assist with travel arrangements, booking flights, hotels, and rental cars for staff members as required.
• Closely monitor the daily tasks assigned to the relevant staff and provide regular updates to the department and other relevant managers, keeping them informed on progress and addressing any concerns that may arise.
• Perform other relevant duties assigned by the immediate supervisor to ensure smooth operations within the organization.

Job Requirements:

• Bachelor’s degree in business administration or related fields.
• Zero years’ work experience.
• Excellent communication skills, both verbal and written.
• Strong organizational and time-management skills, with the ability to multi-task and prioritize effectively.
• Proficiency in MS Office Suite and other relevant software tools.
• Ability to work independently and collaboratively with others in a fast-paced environment.
• High level of integrity and confidentiality, and a strong commitment to ethical business practice