Office Management Manager

Financial Job Dimensions

Degree of supervision

Level of Authority

Purpose of the Job

The Legal & Governance Department Office Manager is responsible for overseeing daily administrative and office management activities, coordinating departmental projects, and supporting the requirements of the Chief Legal & Governance Officer. The role includes tracking departmental tasks, coordinating projects, recording meeting outcomes, and ensuring timely follow-up to support the smooth operation of the department, In addition, the role supports legal professionals by coordinating workflows, monitoring key legal and governance projects, ensuring timely execution of action items, maintaining compliance with internal policies and procedures, and improving administrative efficiency and proactive coordination across the department.

Key Accountabilities: Description

• Office Management & Department Operation. 
• Legal Administrative Support & Process Coordination.
• Project Planning, Delivery & Change Control
• Project Monitoring, Risk Management & Continuous Improvement

Key Accountabilities: Performance Indicators

Major Activities

1. Manage daily office operations to ensure smooth departmental functioning.
2. Track project progress and follow up on key administrative actions.
3. Maintain filing and document management systems.
4. Ensure proper archiving and confidentiality of legal documents.
5. Coordinate office supplies, equipment, and service providers.
6. Implement and maintain office procedures and administrative processes.
7. Arrange and coordinate department meetings, conferences, and internal events.
8. Handle hotel and travel bookings for department staff and visitors.
9. Follow up on department purchases, purchase orders, invoices, and procurement activities.
10. Manage general correspondence, mail distribution, and office communications.
11. Coordinate calendars, meetings, and appointments for legal leadership.
12. Manage correspondence, reports, presentations, and departmental communications.
13. Maintain legal files, contracts, legal notices, regulatory filings, and other legal documentation.
14. Coordinate internal approvals and monitor key deadlines.
15. Liaise with internal departments and external stakeholders on administrative matters.
16. Arrange meeting logistics, including venue bookings, catering, and equipment.
17. Coordinate travel arrangements, including flights, hotel reservations, visa processing, and itineraries for legal team members and the CLGO.
18. Monitor and follow up on department procurement requests, supplier payments, and budget tracking.
19. Maintain and update administrative records, logs, and departmental schedules.

Job Context

Framework, Boundaries & Decision Making Authority

Organizational / Functional Strategic Focus

Minimum Qualifications

Graduate Bachelor’s Degree or equivalent

Minimum Experience

3-4 years in Executive Assistant position

Job-Specific Skills

• Office Administration & Document Management
• Administrative Coordination
• Project Coordination & Risk Follow-up

Languages

Arabic & English

Special Certifications / Membership

Competencies