Office Manager & Administrator

Position Overview

The Office Manager & Administrator will deliver effective and proactive administrative support to the staff, consultants, clients, partners, and visitors at CHASP Advisory. This role is essential for ensuring smooth office operations including front desk management, logistics, record keeping, meeting assistance, and procurement documentation. Additionally, the position provides confidential and high-level executive assistance to the Global Director, managing calendars, travel schedules, correspondence, and coordinating with stakeholders.

Purpose

This role guarantees seamless office functioning while enabling well-organized and confidential support to the Global Director. Key functions include office administration, communication facilitation, logistics, record management, and procurement support.

Primary Responsibilities

• Provide warm and professional reception to visitors, clients, consultants, and partners, managing visitor protocols and access controls.
• Handle all front desk operations including managing calls, inquiries, appointment coordination, and meeting room bookings.
• Maintain and update comprehensive contact databases for all institutional contacts.
• Manage incoming and outgoing mail and packages, ensuring accurate records for audit and retrieval.
• Ensure the office environment is well-kept, organized, secure, and equipped with necessary supplies and equipment.
• Monitor and replenish office supplies, keeping detailed records and analyzing monthly usage for budget efficiency.
• Coordinate local and international travel logistics for team members, consultants, and the Global Director covering bookings, itineraries, accommodations, visas, and documentation.
• Support administration for workshops, trainings, meetings, and official events ensuring due diligence in vendor and venue selection.
• Deliver day-to-day executive support to the Global Director, including calendar and correspondence management, meeting preparation, document drafting, and action follow-ups.
• Manage scheduling conflicts and ensure the Global Director is well-prepared for engagements with briefing materials.
• Record and distribute meeting minutes, maintaining action trackers and confidentiality of sensitive information.
• Organize and coordinate logistics for meetings, conferences, and events covering catering, venues, transport, equipment, and communications.
• Assist HR with onboarding logistics for new personnel and manage related travel arrangements.
• Maintain organized electronic and physical filing systems encompassing administrative, procurement, travel, and office documentation.
• Support procurement processes by managing supplier records, invoice tracking, quotation comparisons, and coordination with finance for petty cash and expenses.
• Engage in other reasonable duties aligned with role purpose and organizational needs as required.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Management, Office Administration, Secretarial Studies, Communications, or related disciplines.
• Between 3 to 5 years of relevant office administration or executive assistance experience; experience with senior leadership support is advantageous.
• Proficiency in Microsoft Office, virtual meeting platforms, email, calendar management, and basic office technologies.

Key Competencies

• Outstanding organizational, planning, and time management abilities.
• Exceptional written and verbal communication with professionalism towards diverse stakeholders.
• Demonstrated discretion, confidentiality, integrity, and maturity.
• Capacity to multitask, prioritize, and work independently.
• Attention to detail combined with diligent follow-through.
• Customer-focused approach with calm, courteous, and solution-oriented communication.
• Ability to operate respectfully in multicultural environments adhering to organizational values and policies.

Working Relationships

Reports to the Head of Finance and Administration administratively and directly supports the Global Director. Collaborates closely with Finance, HR, Programs, Communications, Business Development, suppliers, clients, partners, and visitors.

Organizational Policies and Commitments

• Adherence to Equal Opportunities, Diversity, Child Safeguarding, Anti-Harassment, and Health & Safety policies of CHASP Advisory.
• Commitment to maintaining a respectful, safe workplace and safeguarding vulnerable persons.