Office Manager

Job Purpose

• We are seeking a highly organized, proactive and detail-oriented Office Manager to provide executive, administrative and operational support to the Managing Director’s office. The role requires exceptional organizational skills, ability to manage multiple priorities, coordinate with internal and external stakeholders & facilitate seamless execution of key administrative, HR and executive search support in a fast-paced, professional services environment.

Key Responsibilities

Executive Office & Calendar Management

• Manage the calendars of the Managing Director and key stakeholders, ensuring effective prioritization of meetings and commitments.
• Coordinate meetings, interviews, video conferences, and client/candidate interactions.
• Organize meeting logistics, circulate invitations, monitor follow-up actions and provide administrative support to the Managing Director including special projects.

Executive Communication & LinkedIn Management

• Manage the Managing Director’s professional correspondence and LinkedIn account.
• Coordinate LinkedIn posts, networking activities, profile updates, and messaging.
• Draft professional communications on behalf of the Managing Director.

Travel & Logistics Coordination

• Coordinate domestic and international travel, including flights, accommodation, visas (where applicable), local transport, itineraries and related logistics in consultation with the Accounts team.

Executive Search Process Coordination (SOP Compliance)

• Coordinate interviews and interactions between the Managing Director, clients, referees and shortlisted candidates.
• Execute Executive Search SOPs, including referee acknowledgements, client thank-you notes, candidate joining communications and Employee Feedback Reports.
• Maintain accurate trackers, CRM records, referee database, search documentation and candidate/client engagement activities, including planter dispatch coordination.

Marketing & Corporate Communication

• Execute marketing campaigns, email communications and other branding initiatives from the Managing Director’s office.

HR Operations & Administration

• Maintain employee attendance, leave, Work From Home (WFH) and Out-of-Office records through the HRMS.
• Resolve attendance-related discrepancies with employees and relevant stakeholders.
• Coordinate with vendors for office administration, procurement.

Candidate Documentation & CRM Administration

• Format candidate resumes in the prescribed company template.
• Prepare comparative candidate assessment matrices and related search documentation.
• Ensure timely and accurate entry of candidate information into the CRM system.
• Maintain complete, accurate, and up-to-date candidate records and documentation.

Desired Skills & Competencies

• Excellent organizational, planning, and multitasking skills.
• Strong written and verbal communication abilities.
• High standards of confidentiality, integrity, and professionalism.
• Strong attention to detail with a process-oriented mindset.
• Proficiency in Microsoft Office Suite and CRM/ERP systems.
• Ability to work independently, prioritize multiple assignments, and deliver within timelines.
• Proactive, resourceful, and customer-service oriented.

Key Success Measures

• Efficient management of the Managing Director’s office, calendar and executive priorities.
• Timely and accurate coordination of meetings, travel, communications & administrative activities.
• Compliance with Executive Search SOPs and high levels of CRM data accuracy.
• Professional and responsive communication with candidates, clients, referees, vendors and internal stakeholders.
• Accurate maintenance of attendance, documentation records.
• Smooth day-to-day office administration while consistently delivering high service standards.

Qualification & Experience

• Graduates both Male/ Female; Commerce is preferred with 1-3 years of experience in Office Management, Accounting, Executive Assistance, Administration or HR Operations will be preferred.
• Candidates seeking to restart their professional careers after a sabbatical are encouraged to apply.