Head of Business Support
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الوصف الوظيفي Job Details Department Operations Reporting Manager CEO (primary); COO(dotted) Job Location Abu Dhabi, United Arab Emirates Job Purpose The Head of Business Support provides executive level business support to the Chief Executive Officer while also managing day-to-day business operations, overseeing office resources and enabling a productive, engaging and cost-effective employee and visitor experience. Key Responsibilities Executive Support - Simplify and expedite CEO’s work and contribute to productivity of the Executive function ● Responsible for providing proactive, hands-on administrative & Executive support for the CEO, contributing to the CEO’s overall effectiveness ● Anticipate and respond to the administrative needs of the CEO, initiating actions and following up on outstanding and/or pending items in order to contribute to the effectiveness of the CEO ● Proactively manage schedules and prioritize tasks in order to balance the multiple needs of the CEO; seek input from CEO when assistance is needed to prioritize goals and tasks ● Maintain calendars and schedules meetings; enter meeting commitments into shared calendar with CEO; proactively resolves meeting conflicts; reserve meeting rooms, provide supplies and refreshments as needed ● Coordinate, draft, and/or edit professional, polished communication, including regular communication updates; follow up on action items with management team on behalf of CEO as appropriate ● Proactively maintain all files (digital and paper); modify and improve filing system as appropriate to ensure compliance and security ● Provide project-specific support to CEO as assigned Executive Reporting - Lead the development, data collection, editing and distribution of key business reports to enable effective decision making and information flow ● Lead the preparation, translation and production of complex presentations for Board Meetings and high level audiences ● Steer and oversee preparation of information, reports and materials for executive reporting and meetings ● Review and refine all reports and presentation for Board Reporting, collaborating with key stakeholders to develop effective communication of ideas and information ● Routinely identify and prepare meeting materials, including agendas and pre-work needed prior to executive meetings; ● Provide draft information and outlines for review by CEO in advance of deadlines, aligning key points and messages appropriately ● Maintain meeting minutes and action items during executive meetings Business and Facilities Operations: Lead the effective, cost efficient and professional office operations of the Alef Education headquarters to maintain the reputation and efficiency of operations ● Self-direct and balance the multiple priorities of Alef Education headquarter offices to ensure continuous monitoring, communication and successful completion of key work across all office operations ● Maintain confidentiality of sensitive business and employee information; handle sensitive documents with discretion and sound judgment ● Manage office support team(s) including Reception, Drivers, Translation, business support officers and Office Helpers to support overall office productivity and maintain a professional experience for all office occupants in line with company culture ● Ensure offices are setup to be welcoming and responsive to the needs of visitors and employees, managing reception staff and ensuring general support to the needs of guests and employees across all office locations ● Manage office budgets, leading forecasting, reviewing invoices and ensuring the cost efficiency of spending; explore alternative methods to minimize costs while balancing the overall employee experience as it relates to office and equipment needs across all offices when practical ● Manage and oversee contracts and price negotiations with office vendors and service providers, ensuring seamless continuity of services ● Ensure all office and facility related data recording, reporting and monitoring systems are compliant in order to limit risk and liability for the organization ● Responsible for the implementation and monitoring of Policies & Procedures relating to office support and facilities across the organization ● Manage the day to day operations, ensuring cleanliness, safety, inventory management, and quality customer support are consistently in place. ● Support the setup of new office spaces including location and lease analysis, fit out and set up of office space, coordination with key stakeholders and outside parties to ensure office readiness to support productive operations within fixed budgets ● Review, check and verify all lease values and utilities consumptions and values Meetings and logistics: Lead the coordination of meeting facilities and events to enable effective collaboration, presentation, and communication ● Oversee efficiency of meeting space utilization, enabling effective scheduling and coordination of meeting space across the organization ● Manage the coordination of routine and/or regularly scheduled meetings for the Executive leadership, maintaining a master schedule, and initiating coordination of associated logistics, communication and materials ● Manage the coordination of on and off site executive and company-wide meetings, including venue research and selection, communication of plans, meal planning, reservations, visas and travel, meeting room logistics and materials ● Manage the coordination of requested VIP, visitor, employee and new joiner events as requested, ensuring a professional, polished experience ● Lead the Business Support Team’s priorities and procedures to ensure scheduling and coordination of support for events Travel: Oversee a centralized and cost effective approach to travel logistics for the entire organization to enable cost effective, efficient, safe travel for employees and business partners ● Manage effective coordination of travel arrangements needed ● Manage effective coordination of driver pool schedules and demand flows ● Manage the coordination of outside driver services when demand exceeds internal driver availability ● Manage the coordination of employee parking and commuting services, including employee bus routes ensuring fair, cost effective services for the majority of staff within budget constraints when required ● Delegate and lead effective process for administrative staff to follow to efficiently track and coordinate transportation needs, monitoring costs and timelines including mileage of company vehicles to prevent fines and unexpected costs Business & Administrative Support: Lead administrative support for senior leadership across the organization by managing a pool of Business Support Professionals who contribute to productivity of the Senior Leadership Team ● Manage the coordination of translation services within the company, ensuring work is consistently and timely produced with high quality ● Manage administrative support pool, guiding and directing administrative services for designated leaders and their teams to drive higher effectiveness and efficiency during critical periods & projects ● Oversee administrative utilization, identifying opportunities for synergy and more efficient support across the senior leadership team ● Develop and implement strategies to enable effective support of critical executive functions across the business Team Leadership - Responsible for managing communication and relationships across the team in order to effectively lead and enable high performing teams to achieve their goals ● Hire, organize and enable high performing business support teams to achieve established KPI and objectives through business support strategies ● Build effective relationships with team members, inviting and facilitating problem solving and idea generation to help empower individual capabilities ● Train, coach and develop team members as appropriate, ensuring clear expectations about contributions to the team are communicated and discussed in an open, collaborative team culture ● Evaluate and periodically review competencies throughout team, identifying areas for new training or further skill development to enable ongoing results ● Generate and share data driven reports about team performance, mission-related objectives, key results and timelines ● Establish schedules, processes, deadlines, and targeted results to enable ongoing improvement and ability to achieve improving results ● Conduct regular team meetings and one to one conversations to ensure all members are updated on relevant news, information, and best practices ● Provide the right tools and resources, ensuring teams are equipped to work productively and achieve key results Education, Experience and Required Skills Education Bachelor’s degree in Administration or related field Experience ● Minimum 10 years experience administrative support ● Minimum 5 years experience executive support ● 1-2 years leadership experience ● 3-4 years managing office operations ● Must have excellent verbal and written communication skills in English and Arabic languages ● Excellent business acumen ● Excellent business reporting and presentation design ● Qualifications in secretarial studies an advantage ● Excellent organizational skills ● Skilled at trouble-shooting and problem-solving ● Experience maintaining and implementing organized and secure filing systems ● Strong technology abilities using various business systems and office machines (i.e. fax, scanner, printer, e-files, etc.) ● Knowledge and understanding of education sector preferred ● Advanced analytical skills ● Highly developed interpersonal and leadership skills ● Ability to organize work, initiate and complete projects with minimal supervision ● Demonstrated ability to handle matters requiring diplomacy, sensitivity and confidentiality تفاصيل الوظيفة https://www.bayt.com/ar/uae/jobs/head-of-business-support-64305346/ |
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