Office Manager
1 month ago
The Office Manager will offer high-level support to the Director of People & Culture, the CTO, COO, and other senior GIT employees. This role will focus on scheduling, coordinating meetings, IT support (where possible), managing office requirements and laboratory supplies, organizing recruitment activities, and assisting with various operational tasks to ensure smooth day-to-day operations.
**Key Areas of Focus
- **Scheduling and Meetings**: Coordinate meetings, reserve conference rooms, arrange video conferencing, and ensure all meeting materials are prepared in advance for GIT Executives.
- **Procurement**: Oversee the procurement of supplies across departments and office essentials. Collaborate with vendors to ensure smooth office operations.
- **IT Support**: Organize Microsoft Teams meetings and assist with troubleshooting. Coordinate with the IT department to set up and maintain workstations, phones, and equipment for both new and existing employees.
- **Document Management**:Create and maintain a structured document storage system in SharePoint, managing permissions, and ensuring secure and efficient access to organizational documents.
- **Travel and Event Coordination**: Organize travel arrangements and accommodations for senior staff, while assisting with the planning and coordination of company events.
- **Recruitment Support**: Support the recruitment process by scheduling interviews, organizing hiring events, and facilitating onboarding activities in collaboration with the Director of People & Culture.
- **Shipping and Logistics**:Oversee the coordination and scheduling of sample shipments to clients and external partners. Manage packing materials, prepare samples, ensure timely shipment, and provide regular status updates. Register and create documentation for incoming raw materials**.**
**Talents & Competencies**
- **Adaptable and Culturally Aware**:A flexible and adaptable individual who thrives in a multicultural environment within a global organization, fostering collaboration across diverse teams.
- **Time Management**: Demonstrates exceptional time management skills, expertly balancing multiple competing priorities while maintaining efficient work habits to achieve meaningful results in a short timeframe.
- **Proactive Problem Solver**: A resourceful and driven individual with strong critical thinking skills, naturally proactive, and skilled at addressing unexpected challenges while implementing creative solutions to achieve successful outcomes.
- **Strong Communication Skills**:A confident communicator with excellent verbal and written abilities, essential for fostering collaboration and ensuring success when overseeing complex tasks.
- **High Attention to Detail: It's all about the details **This mindset must be ingrained in the Office Manager’s daily activities and habits. Embracing opportunities to ensure accuracy and providing world-class support to GIT employees reflects the core values of GIT’s Senior Leaders.
- **Discretion**:An elevated level of confidentiality and discretion is essential in this position, as it involves coming into contact with sensitive information. Demonstrating trustworthy behavior is of utmost importance.
- **Safety-Conscious and Risk-Aware**: Prioritizes safety through strong risk assessment capabilities, ensuring thorough evaluation of potential risks before taking action.
- **Fluency in English**: Proficient in English, with the ability to operate comfortably in an English-speaking environment.
**Academic Qualifications & Professional Experience**
- **Educational Qualifications**:While a bachelor’s degree in business administration is preferred, a diploma from the "School of Hard Knocks" is equally valuable for achieving success in this role.
- **Relevant Experience**: A minimum of 2 years of experience in a similar administrative position, ideally supporting senior leadership or technical teams would be preferred.
- **Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required**.
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