Job Description: Office Manager to the CEO
Industry: Trading and Tobacco Business
Job Title
Office Manager to the Chief Executive Officer (CEO)
Job Summary
The Office Manager to the CEO is responsible for providing high-level administrative, organizational, and operational support to the CEO, ensuring the smooth and efficient management of daily office activities. The role involves coordinating meetings, managing executive communications, monitoring follow-up on business decisions, preparing reports, and liaising with internal departments, suppliers, customers, and external business partners.
In a trading and tobacco business, the role also supports coordination across procurement, sales, logistics, inventory, finance, and regulatory compliance to ensure effective communication and timely execution of business operations.
Key Responsibilities
- Executive Support
- Manage the CEO’s daily calendar, appointments, meetings, and business travel arrangements.
- Prepare meeting agendas, presentations, reports, and briefing documents.
- Handle incoming calls, emails, correspondence, and confidential documents.
- Record meeting minutes and follow up on decisions and action points.
- Act as the primary point of coordination between the CEO and department heads, employees, and external stakeholders.
- Maintain strict confidentiality regarding company information and executive decisions.
- Office Administration
- Oversee daily office operations and ensure an organized, professional working environment.
- Coordinate administrative activities, office supplies, equipment, and service providers.
- Develop and maintain an effective filing system for contracts, correspondence, reports, and company records.
- Monitor pending administrative tasks and ensure deadlines are met.
- Coordinate with HR and other departments regarding attendance, internal communications, and administrative procedures.
- Trading and Commercial Operations Coordination
- Coordinate with sales, procurement, logistics, warehouse, and finance teams regarding daily business activities.
- Follow up on purchase orders, sales orders, quotations, invoices, shipments, and delivery schedules.
- Maintain tracking reports for pending orders, supplier commitments, customer requests, and outstanding issues.
- Assist in preparing sales summaries, purchasing reports, and operational performance updates for the CEO.
- Coordinate communication with local and international suppliers, customers, distributors, and trading partners.
- Follow up on import and export documentation, where applicable.
- Tobacco Business Coordination
- Coordinate with relevant departments regarding tobacco product orders, stock availability, deliveries, and supplier communications.
- Follow up on product documentation, invoices, shipment records, and inventory reports.
- Liaise with responsible teams to ensure that applicable tobacco licensing, import/export requirements, tax obligations, product labeling, and regulatory procedures are followed.
- Maintain organized records of business transactions and compliance-related documentation.
- Escalate stock discrepancies, shipment delays, documentation issues, and operational risks to the CEO or the relevant department.
- Reporting and Follow-Up
- Prepare daily, weekly, and monthly reports as requested by the CEO.
- Track key business decisions, pending tasks, deadlines, and departmental commitments.
- Follow up with department managers to ensure timely completion of assigned actions.
- Assist with preparing presentations, business reviews, management reports, and performance summaries.
- Identify administrative bottlenecks and recommend improvements to office procedures and communication.
- Communication and Stakeholder Management
- Maintain professional communication with employees, suppliers, customers, banks, consultants, and business partners.
- Coordinate meetings and business visits with local and international stakeholders.
- Draft professional emails, letters, internal memos, and business correspondence on behalf of the CEO.
- Ensure that important information is communicated accurately and promptly to the appropriate parties.
Qualifications and Requirements
- Bachelor’s degree in Business Administration, Management, Commerce, or a related field preferred.
- Minimum of 3–5 years of experience in office management, executive assistance, or administrative coordination.
- Previous experience supporting a CEO, Managing Director, or senior executive is an advantage.
- Experience in trading, import/export, distribution, or the tobacco industry is preferred.
- Excellent organizational, time-management, and multitasking skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
- Familiarity with ERP systems, purchase orders, invoices, and commercial documentation is an advantage.
- Excellent English skills; Arabic proficiency is desirable for businesses operating in Egypt.
- High level of discretion, professionalism, accuracy, and accountability.
Key Competencies
- Executive-level communication and coordination
- Planning and prioritization
- Problem-solving and decision-making support
- Attention to detail
- Confidentiality and integrity
- Follow-up and task management
- Relationship management
- Ability to work under pressure and meet tight deadlines
Key Performance Indicators (KPIs)
The Office Manager’s performance may be evaluated based on:
- Timely completion of the CEO’s administrative and coordination requests.
- Accuracy and punctuality of management reports.
- Effectiveness of follow-up on management decisions and action items.
- Efficiency in coordinating meetings, appointments, and business travel.
- Timely follow-up on purchase orders, shipments, and commercial documentation.
- Quality of communication between the CEO and company departments.
- Organization and accessibility of company records.
- Compliance with confidentiality requirements and internal procedures.
Reporting Structure
- Reports to: Chief Executive Officer (CEO)
- Works closely with: Sales, Procurement, Finance, Accounting, Logistics, Warehouse, HR, Legal/Compliance, and external business partners.
- Supervisory responsibilities: May oversee administrative staff, depending on the company structure.
