Office Manager & Administrator

Role Overview

This position is the operational backbone of a busy advisory firm, combining front-of-house reception duties, office administration, and behind-the-scenes logistics with dedicated support to the Global Director. Day to day, you will keep the office running smoothly—managing supplies, travel, records, meetings, and vendor paperwork—while also acting as the Director’s trusted right hand for calendar, correspondence, and follow-up tasks. Your work matters because it frees the wider team and leadership to focus on delivering high-quality advisory services without administrative friction.

Key Responsibilities

• Act as the first point of contact for everyone arriving at the office: greet visitors warmly, manage the sign-in process, handle incoming calls, and direct enquiries to the right person or team.
• Keep the office environment professional, organized, and safe: monitor supplies and equipment, place replenishment orders, and maintain accurate records of what is issued and to whom.
• Coordinate travel for staff, consultants, and the Global Director, including flights, accommodation, ground transport, visas, and detailed itineraries for both local and international trips.
• Run the Director’s daily schedule—prioritize meetings, resolve conflicts, prepare briefing packs and agendas, and track action points from discussions until they are completed.
• Organize internal and external meetings, workshops, and events: book venues, arrange catering, prepare materials and name tags, take minutes, and follow up on agreed actions.
• Manage physical and electronic records, including contact databases, courier logs, visitor registers, equipment allocations, meeting minutes, and confidential documents.
• Support procurement and finance workflows by collecting quotations, preparing cost comparisons, maintaining supplier files, logging invoices, and submitting monthly reports to the Finance team.
• Assist with onboarding logistics for new starters, coordinate office maintenance and service renewals, and escalate upcoming deadlines to the Head of Finance and Administration.

Requirements & Qualifications

• A bachelor’s degree in Business Administration, Management, Office Administration, Secretarial Studies, Communications, or an equivalent field; a diploma with substantial experience may also be considered.
• At least 3–5 years of hands-on experience in office administration, executive assistance, front desk management, or a similar administrative support role.
• Proven experience supporting a senior executive, director, or leadership team, including calendar management and handling sensitive information.
• Strong working knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint), online meeting platforms, and standard office technology.
• Excellent organizational and time-management skills with the ability to juggle shifting priorities and work independently.
• Clear written and verbal communication skills for interacting with clients, partners, consultants, and internal teams.
• High integrity, discretion, and sound judgment, especially when handling confidential organizational, financial, or personnel matters.
• A professional, customer-focused attitude with the patience and composure to manage busy reception periods and demanding schedules.
• Cultural awareness and the ability to collaborate respectfully with colleagues and stakeholders from diverse backgrounds.