Office Manager

Founded in ‎1984, APCO Worldwide is an award-winning, independently owned
global communication and business strategy firm with offices in major cities
throughout North America, Europe, the Middle East and Asia. APCO combines a
global perspective with local expertise to help clients around the world
manage challenges, opportunities, perceptions and reputations. APCO clients
include corporations and governments; industry associations and nonprofit
organizations; and many of the top companies on the Fortune ‎500. The firm is a
majority women-owned business.
The office Manager role is to serve as the main point of contact for office
management and assist the managing director in the day to day duties
Office Manager and Administrative Duties:
* Manage day to day operation of the office including:
o Maintenance
o Mailing
o Ordering supplies
o Handling bills
* Ensuring the office is presentable and maintaining the upkeep of the premises
* Answering all incoming calls and attending to guests
* Liaising with suppliers to order office/pantry supplies, equipment, furniture and marketing material.
* Maintain the list of office reference materials, such as newspapers, publications, and other online subscriptions and keeping track of such expenses.
* Maintaining of filing system for Administration/Finance.
* Maintain office expenses and prepare monthly or quarterly reports
* Manage PRO and all needed government paperwork (employees visas, medical insurance, registrations)
* Supporting IT-related matters such as mobile phone contracts and purchasing IT equipment
* Serve as part of the overall company administrative team and assist other project groups when time allows
* Finding and managing vendors for outsourcing such as translation agencies, monitoring & clipping agencies, and multicasting services
* Helping employees with client events and conferences arrangements
* Liaising with building manager and office owner
* Health & safety management
* Conducting admin induction for new hires
* Work with HR team in planning and executing employee engagement activities
* Providing logistics and on ground support for expats
Executive Assistant to the Managing Director Duties:
* Act as the point of contact among leadership, employees, clients and other external partners
* Manage information flow in a timely and accurate manner
* Manage calendars and set up meetings
* Make travel and accommodation arrangements
* Take minutes during meetings
* Support leadership team on client presentations
* Providing excellent customer service for internal and external clients, and administrative support for major APCO clients.
AD-Hocks Assignment/reports:
* As per the Direct Manager's requests
Competencies
* Excellent communication skills written and verbally
* Organization Skills
* Attention to details
* Presentation skills
* Teamwork skills
Requirements
* Bachelor's Degree in Business Administration or Equivalent
* Minimum of ‎2 years of relevant experience
* Knowledge in Microsoft office word, excel, PowerPoint
Work Conditions
The physical abilities needed to perform the duties of this position, in
addition to the office climate:
* Office environment is general office setting
* Some travel may be required
* Must reside in Abu Dhabi or be willing to relocate
* Willing to work additional or irregular hours as needed and allowed by local regulations
About APCO in the Middle East and North Africa
Home to some of the fastest growing economies in the world, the Middle East
and North Africa region has a pivotal role to play in driving global
conversations - from environmental policies to religion and pop culture. The
UAE and Saudi Arabia are clear leaders in this equation, although the wave of
innovation continues to transcend borders.
APCO launched its regional operations in ‎2006 in Dubai. Growing from a team of
less than ‎10 consultants, APCO today has over ‎200 people from ‎26 countries
working in teams across Dubai, Abu Dhabi, Riyadh, Manama and Kuwait and our
projects take us to countries across the region and the Levant. APCO was
awarded Best Agency in the Middle East by PRWeek in ‎2019 and Best Agency to
Work for: EMEA Network by PRovoke Media in ‎2017 and ‎2019.
With a portfolio of over ‎100 clients, APCO's MENA offices deliver public
relations and digital communication support across health, food, consumer &
retail, finance, technology, real estate & hospitality, non-profit and public
affairs practices. The region also offers specialized services, created for
the Middle East, such as our Build-Operate-Transfer (BOT) model and our
Compass and License to Operate offerings.
In addition, APCO's global AI Comms Lab, a first-of-its-kind innovation center
which utilizes artificial intelligence to build and protect the reputations of
major global brands, governments and organizations is driven from the Dubai
office.
From helping governments connect with the private sector and civil society, to
supporting the Pope's historic visit to the region and launching iconic brands
and destinations, we understand the nuances of the MENA region and pride
ourselves on making an impact.