Office Manager Role
The Office Manager plays a crucial role in ensuring the smooth execution of identified priorities and day-to-day efficiencies at the office.
Working closely with the General Manager, the Office Manager will provide essential delivery support for the office, acting as a trusted advisor to ensure that decisions are well-informed and thoroughly prepared.
* Meeting Management:
o Scheduling and organizing various meetings, including preparation and follow-up.
o Preparing meetings and agendas, conducting research, collating and analyzing information and data, creating reports, presentations, and other documents.
o Participating and producing minutes/action plans.
o Following up on action items, tracking, and monitoring the implementation of resolutions.
* Operational Governance:
o Responsible for monitoring that the office applies the relevant rules as set out in internal policies.
o Providing advice on governance issues and best practices.
o Assisting in the development and implementation of company policies and procedures, where required, and in alignment with global policies and procedures.
o Coordinating and following up on business continuity planning activities across functions.
o Maintaining and updating company records, including shareholder registers and share transfers.
o Coordinating and following up on procurement activities across functions.
o Support in the due diligence on suppliers and in the update of bank mandates.
* Partner and Firm Issues:
o Support the GM in drafting guidance for new partners, assisting with partner retirements, and monitoring firm issues.
o Providing information upon request, in order to make information regarding partner issues available to relevant parties.
o Documentation and implementation of amendments to the partnership agreement, if necessary in cooperation with the partnership management and the GM.
o Preparation of draft contracts and correspondence in connection with the entry and departure of partners.
o Contacts and correspondence with responsible persons of the partnership management, in particular support of regulatory procedures in connection with the entry and exit of partners.
* Strategy and Business Planning:
o Collaborating with various departments to supply information, ensure deadlines are met to execute and improve the office planning and control cycle.
o Acting as a liaison between the GM, the board, the managers, and follow-up on the implementation of the firm's strategy.
* Internal Communication:
o Preparing communications including business and action plans.
o Responsible for communication regarding partner meetings, updates to partners and/or OMP, updates and appropriate internal communication for the office, in consultation with the OMP and the GM.