Our Client is in the Oil and Gas Industry and is looking for an Executive Office Manager with at least 3 years experience. This role is working directly with the Group Chief Executive Officer and Director Group Support Services, to provide executive administrative and marketing support in a proactive manner with minimal supervision. The job holder must handle information of an extremely confidential nature and maintain positive working relationships with executive and senior management and employees at all levels. Furthermore, the job holder is responsible for the overall administration and general support operations of the Head office.

Key Responsibilities:

Executive Management:

• Management of day to day activities of the Executive Management team.
• Preparation for Board Meetings and Executive Management team meetings.
• Represent the Executive Management in a professional and customer focus manner with internal and external contacts.
• Ensure that confidential and sensitive business information is protected.
• Assist with commercial research projects and data analysis.

Marketing:

• Arrange Group Fuel Seminars, forums, events and conferences including the preparation of presentations and any other necessary materials required.
• Prepare internal quarterly newsletter, surveys, Group announcements and press releases.
• Create and maintain sales and marketing materials for the Group, including presentations and brochures.
• Manage Group social media and branding.
• Maintain the Group website, Hub sites and information system subscriptions.

Office Management - manage and oversee the office and reception functions to ensure they operate professionally, efficiently and effectively including items such as:

• Office Housekeeping, meeting room and staff absence management.
• Travel requirements and flights for all staff business trips, including transport, hotels and visas, as well as oversee records are well kept and invoices are checked.
• Organisation of corporate gifts and corporate social responsibility program.
• Relationships with external facility providers and suppliers.

General:

• Cover for Support Services team members, as and when required.
• People/team management - manage, organize and lead teams with business targets, policy and benchmarks in sight. Carry out all line management responsibilities.
• Adherence to all Group's policies, processes, procedures, systems, Employee Handbook and relevant legislation - quality assurance, resolving queries/discrepancies, ensure compliance and adherence by all employees.

This list is non-exhaustive and the role holder may be required to undertake additional duties that are not specifically listed above. The role will include generic Line Management responsibilities as required. Integrity within the role is imperative, and the employee must comply with Group policies and procedures at all times.

Territory & scope:

Global.

Direct reports:

The following positions are to be supervised directly by the incumbent:

• Office Executive;
• Office and Maintenance Executive.

Candidate Requirements:

• Relevant experience in office management (or senior executive PA) and marketing experience - min 3 years.
• Excellent communication, multitasking, interpersonal and creative writing skills.
• Understanding of the oil industry is advantageous