Office Manager

Office Manager Jobs in Ajman, UAE

ESSENTIAL DUTIES & RESPONSIBILITIES: 

• Communicate with functional managers, staff members, deans, faculty, and students, addressing inquiries and fulfilling their needs.
• Establish and maintain relationships with external parties, including banks, insurance companies, financial institutions, consultants, key customers and vendors, external auditors, and regulatory authorities.
• Manage the COO’s calendar by prioritizing appointments, scheduling meetings, and coordinating events hosted by the COO’s office, including logistics and scheduling.
• Supervise administrative support staff, including training, performance evaluation, and providing guidance on best practices.
• Manage special projects assigned by the COO, including research, analysis, benchmarking, and report preparation.
• Draft, edit, and review policies and procedures, ensuring they align with the university’s objectives and regulatory requirements.
• Draft minutes of meetings, translate documents between Arabic and English, and prepare, review, and refine progress reports in coordination with related managers.
• Produce reports, presentations, analytical summaries, and briefing papers with a focus on clarity and impact.
• Utilize financial background knowledge to assist with budget preparation, fiscal resource management, and financial report analysis.
• Perform data analysis to identify trends, patterns, and opportunities for improvement in the COO’s initiatives.
• Maintain organized and accessible resources in a highly automated environment, ensuring the accurate and timely flow of documents requiring the COO’s signature.
• Continuously evaluate the effectiveness of administrative processes and recommend improvements.
• Monitor and track the COO’s projects and initiatives, ensuring deadlines are met and progress is maintained.
• Serve as a resource for university students, faculty, and staff, offering guidance on policies and procedures.
• Perform other duties as assigned by the COO.

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s degree in Business Administration, Finance, Accounting or a related field.
• Minimum 5-7 years of professional experience in a similar role, preferably within a higher education environment.

KNOWLEDGE & SKILLS:

• Excellent financial acumen, including knowledge of financial reporting, auditing, budget preparation and fiscal resource management.
• Excellent presentation skills for producing reports, presentations, and analytical summaries.
• Ability to perform data analysis to identify trends and make recommendations.
• Proficiency in drafting and editing policies to ensure compliance and alignment with university objectives.
• Strong interpersonal skills for building relationships and working collaboratively with colleagues, students, faculty, and external partners.
• Excellent knowledge of administrative policies, procedures, and best practices, with a deep understanding of university policies and relevant regulations.
• Ability to prioritize workload effectively, work under pressure, and meet deadlines.
• Proficiency in office management practices within a dynamic, highly automated environment.
• Ability to foster cooperative work relationships within a diverse community.
• Proficiency in M.S Word, Excel, and PowerPoint.
• Excellent written and oral communication skills in English and Arabic, with  an overall band score of 7 in the IELTS test or equivalent.
• Ability to convey complex information clearly and diplomatically, handle confidential information discreetly, and maintain professionalism.