Office Manager – Group CEO Office
Job Purpose The Office Manager - Group CEO Office is responsible for the efficient management and administration of the Group CEO's Office, ensuring seamless executive support, operational excellence, and effective coordination across the Group's businesses and senior leadership teams. The role serves as a strategic liaison between the Group CEO, Board Members, Executive Management, external stakeholders, and various business units, maintaining the highest standards of professionalism, confidentiality, governance, and organizational effectiveness. The incumbent will oversee executive office operations, manage high-priority initiatives, coordinate Board and Executive Committee activities, and ensure the smooth execution of administrative, communication, and operational functions within the CEO Office.
Key Responsibilities Executive Office Management Lead and manage the day-to-day operations of the Group CEO Office, ensuring efficiency, professionalism, and service excellence. Establish and maintain best-in-class executive office systems, processes, and administrative procedures. Manage the Group CEO's schedule, priorities, executive calendar, meetings, travel arrangements, and strategic engagements. Ensure effective coordination of executive correspondence, reports, presentations, and confidential documentation. Maintain strict confidentiality regarding strategic, commercial, financial, and organizational matters.
Executive & Board Coordination Coordinate Board meetings, Executive Committee meetings, leadership forums, and strategic business reviews. Prepare meeting agendas, briefing materials, presentations, minutes, and action trackers. Monitor follow-up actions arising from Board and Executive Management meetings and ensure timely closure. Support governance requirements through accurate document management and record keeping. Facilitate communication between the Group CEO, Board Members, Executive Leadership Team, and subsidiary businesses.
Stakeholder Management Serve as a key point of contact between the Group CEO Office and internal and external stakeholders. Build strong working relationships with senior executives, government authorities, business partners, investors, consultants, and service providers. Manage high-level communications and ensure timely responses to executive requests and business priorities. Coordinate VIP visits, executive events, strategic meetings, and official engagements.
Office Administration & Operations Oversee administrative support functions within the CEO Office. Manage office resources, contracts, inventory, facilities requirements, and operational expenditures. Monitor budgets and ensure adherence to company financial and procurement policies. Ensure office facilities, systems, and equipment remain fully operational and aligned with executive office standards. Implement continuous improvement initiatives to enhance efficiency and service quality.
Executive Reporting & Documentation Consolidate reports from various business units for Group CEO review. Track strategic initiatives, key performance indicators, and executive action plans. Prepare executive dashboards, briefing notes, presentations, and management reports. Maintain organized records, filing systems, contracts, and confidential documentation.
Team Leadership Supervise and develop executive assistants, coordinators, reception, and administrative personnel supporting the CEO Office. Set performance standards and ensure delivery of high-quality administrative support services. Foster a culture of accountability, professionalism, collaboration, and continuous improvement. Coach, mentor, and develop team capabilities.
Compliance, Risk & Governance Ensure adherence to company policies, governance frameworks, and regulatory requirements. Maintain document control standards and executive office compliance procedures. Support internal audits, compliance reviews, and governance initiatives. Identify operational risks within the CEO Office and implement appropriate mitigation measures.
Digital Transformation & AI Enablement Leverage digital tools, automation technologies, and AI-driven solutions to improve executive office productivity. Champion modern workplace practices and technology adoption within the CEO Office. Utilize ERP, reporting, and collaboration platforms to support business decision-making and information management.
Health, Safety & Sustainability Promote compliance with company HSE policies and procedures. Support corporate sustainability, governance, and operational excellence initiatives. Participate in safety awareness and risk management activities as required.
Candidate Profile Education Bachelor's Degree in Business Administration, Management, Corporate Communications, Public Administration, or related discipline. Master's Degree is preferred.
Experience Minimum 10-15 years of professional experience in Office Management, Executive Administration, Corporate Services, or Executive Office Operations. Minimum 5 years supporting C-Suite executives, Chairman's Office, CEO Office, or Board-level leadership. Experience within large diversified groups, family offices, holding companies, multinational organizations, or government-related entities preferred. GCC experience is highly desirable.
Knowledge & Skills Executive Office Management Board & Corporate Governance Coordination Strategic Planning Support Stakeholder & Relationship Management Executive Communications Corporate Administration Business Reporting & Presentations Records and Document Management Budget Administration Event & Protocol Management Project Coordination Business Continuity & Risk Awareness ERP Systems (SAP preferred) Microsoft Office Suite (Advanced) AI and Digital Productivity Tools Fluent English (written and verbal) Arabic language is an advantage
Competencies Executive Presence: Demonstrates professionalism, diplomacy, discretion, and confidence when engaging with senior stakeholders. Confidentiality & Integrity: Handles highly sensitive commercial and strategic information with the utmost discretion. Leadership: Provides direction, guidance, and motivation to administrative teams while fostering a high-performance culture. Organizational Excellence: Effectively manages multiple priorities, deadlines, and complex executive activities. Strategic Thinking: Understands business priorities and proactively supports executive decision-making processes. Communication & Influence: Builds productive relationships across all organizational levels and external stakeholders. Agility & Adaptability: Responds effectively to changing priorities in a fast-paced executive environment. Attention to Detail: Maintains exceptional accuracy in documentation, reporting, scheduling, and execution. Digital & AI Fluency: Utilizes emerging technologies and AI-enabled solutions to enhance operational effectiveness.