Office Manager |…

Job Description

Office Manager | Executive AssistantDepartment: AdminDesignation: Office Manager/EA Salary:

3,000 to 5,000 AEDReporting Manager: HR Manager Reporting Location: Dubai An

executive assistant is a highly skilled administrative professional who

provides high-level support to executives and senior-level managers in an

organization. The job description of an executive assistant may vary depending

on the company and industry, but generally, they are responsible for the

Following

Calendar

management: Executive assistants manage the schedules of their executives,

ensuring that they have enough time to complete their tasks and attend

meetings. They may also schedule appointments and make travel

arrangements.

Communication

management: They act as a gatekeeper for the executives and manage all

forms of communication including emails, phone calls, and letters. They

may also draft and send correspondence on behalf of the executives.

Administrative

support: They provide administrative support to the executives including

maintaining files, taking notes during meetings, preparing reports, and

conducting research.

Project

management: They may be responsible for managing projects, ensuring that

they are completed on time and within budget.

Coordination

They may coordinate events, meetings, and conferences on behalf of the

executives.

Relationship

building: They build and maintain relationships with internal and external

stakeholders, including clients, suppliers, and staff.

Budget

management: They may assist with budget management, including creating and

managing budgets, tracking expenses, and preparing financial reports.

To

be successful in this role, an executive assistant must have excellent

organizational, communication, and interpersonal skills. They should also have

a high degree of professionalism and discretion, as they often deal with

confidential and sensitive information. Additionally, they should be able to

work independently and manage multiple tasks simultaneously. The Key Performance

Indicators (KPIs) of an Executive Assistant are typically designed to measure

their effectiveness in supporting the executives they work with and

contributing to the overall success of the organization. Here are some examples

Of KPIs For Executive Assistants

Time Management: This KPI

measures the Executive Assistant's ability to effectively manage their

time and prioritize tasks to ensure the executives they support are able

to meet their deadlines and obligations.

Calendar Management: This KPI

tracks the accuracy and effectiveness of the Executive Assistant's

calendar management, including scheduling appointments and meetings,

reserving time for key tasks, and ensuring that executives have sufficient

time for preparation.

Communication: This KPI

measures the quality and effectiveness of the Executive Assistant's

communication skills, including their ability to accurately convey

information, respond to inquiries, and manage emails, phone calls, and

other forms of communication.

Task Completion: This KPI

measures the Executive Assistant's ability to complete tasks accurately

and on time, including administrative tasks, project management, and other

responsibilities assigned by the executives they support.

Relationship Management: This

KPI tracks the effectiveness of the Executive Assistant's

relationship-building skills, including their ability to establish and

maintain positive relationships with key stakeholders, both internally and

externally.

Confidentiality: This KPI

measures the Executive Assistant's ability to maintain confidentiality and

protect sensitive information, including trade secrets, financial data,

and other confidential information related to the organization.

Professional Development: This

KPI tracks the Executive Assistant's commitment to ongoing learning and

professional development, including attending training sessions, obtaining

certifications, and pursuing other educational opportunities to enhance

their skills and knowledge.

Overall, the KPIs for

an Executive Assistant should be aligned with the organization's goals and

objectives, and reflect the key competencies and responsibilities of the role. The roles and

responsibilities of an Executive Assistant (EA) can vary depending on the

company and industry, but generally, they are responsible for the following:

Managing the executive's schedule: An EA is

responsible for managing the executive's calendar, scheduling

appointments, and coordinating meetings.

Communications management: EAs are responsible

for managing all forms of communication including emails, phone calls, and

letters. They may also draft and send correspondence on behalf of the

executives.

Administrative support: EAs provide

administrative support to the executives including maintaining files,

taking notes during meetings, preparing reports, and conducting research.

Travel arrangements: EAs may be responsible for

making travel arrangements, including booking flights, hotels, and

transportation for the executive.

Project management: EAs may be responsible for

managing projects, ensuring that they are completed on time and within

budget.

Coordination: EAs may coordinate events,

meetings, and conferences on behalf of the executives.

Relationship building: EAs build and maintain

relationships with internal and external stakeholders, including clients,

suppliers, and staff.

Budget management: EAs may assist with budget

management, including creating and managing budgets, tracking expenses,

and preparing financial reports.

Information management: EAs may be responsible

for managing and organizing information, including data entry, record

keeping, and file management.

Personal support: EAs may provide personal

support to the executive, such as managing their personal schedule,

running errands, and managing household tasks.

Overall, the role of

an EA is to provide high-level support to executives and senior-level managers

in an organization, enabling them to focus on their core responsibilities and

maximizing their effectiveness.