ABU DHABI MUSIC & ARTS FOUNDATIONS (ADMAF) Office of the Founder. No.: Page: Office Manager - Office of the Founder. Job Title:

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1 Employee name: Job Title: Employee Office Manager - Department: Section: - Job Objective Manage all activities of the, Front desk and ensure proper functioning of the. To provide personal support and assistance in all the areas as required by the Founder. Organizational Relationships Reporting Relationships: Reporting to the Founder. Direct Reports: Admin. Consultant, Admin. Assistant, Admin. Coordinator Internal Communication: All staff within the All staff within Departments Senior Managers of Departments and Director Operations External Written Communication: Local, regional and international Visitors Local, regional and international Arts & Cultural Associations Local, regional and international Artists, Agencies Statutory Agencies / Authorities VIPs, Dignitaries and Royal Protocol ADMAF Advisors Leading international figures in the arts and culture Key Responsibilities/Duties Managerial Role: Manage, organize and coordinate all administrative activities to facilitate the smooth running and function of the Founder s Office and to ensure work is being executed efficiently, accurately and in a timely manner. Oversee administrative systems are fit for purpose and used effectively by team. Develop and

2 implement new administrative systems, such as record management, incoming and outgoing mail, minutes of the Founder s meetings and unified templates throughout the Foundation. Develop and execute s Business Plan Oversee Founder s Office budget and ensure expenditure is monitored effectively. Oversee the management of the Contact Database, identify and resolve any problems and prepare regular status report to ensure the smooth functioning of the database. Proofread all external written communication before onward submittal to the Founder for signature. Hold daily meetings with staff within the Founder s office to manage and monitor workflow, work quality and effective use of time and human resources across the department. Ensure effective information and task sharing across the team. Ensure coverage for all business critical tasks are maintained at all time. Manage Admin. Consultant, Admin. Coordinator, Admin. Assistant, Receptionist and Office Boy on all aspects pertaining to the Founder s instructions and their proper and timely implementation. Conduct staff appraisals within the Founder s Office, manage performance and identify training needs and prepare recommendations. Manage the front-desk operations. Manage communication with the Advisor s Board, meeting and arrange logistics with the support of the Events team. Oversee all Festival requirements of along with other staff min the department including, but are not limited to the following: Guest relations and schedules for the Festival. Timely dispatch of Press Conference / Festival Invitations to Sheikhs, Sheikhas & VIP guests Platinum Reserve Function and Front Row Seating planning. Founder s dinner and gifts planning during the festival. Execution of gifts ceremony, Operating the Royal balcony Perform s Festival SWOT Analysis Functional Role: Manage & Maintain the Founder s diary and schedule and follow-up appointments for and on behalf of the Founder. Prepare event/meeting running orders for Founder and assist on site with appearances, security checks and designated VIP entry and exit areas. Attend to Founder when in Office and outside

3 Prepare and update agendas and prepare pre-meeting notes Take dictation and circulate English Minutes of Meeting and coordinate with the Admin. Executive on the Arabic Minutes of the meeting & share them with the appropriate team members Monitor the status of English action points and coordinate with the Office Manager on the Arabic action points Manage the signature books Liaise with the Driver and the Service Staff of the Founder Arrange all bookings and travel requirements, in addition to organization of all required arrangements for both internal and overseas visits of the Founder. Contribute to Abu Dhabi Festival Annual debrief, revision of processes etc., Coordinate communication between the Founder and VIPS, dignitaries and Royalties and Ruling Family. Receive queries and explanations, if any, on behalf of the Founder and co-ordinate with the concerned personnel in the Section to provide necessary clarifications Respond promptly and efficiently to telephone calls and manage the s addressed to the Founder. Provide information to callers, direct calls to appropriate staff, and place outgoing calls for the Founder Greet and receive visitors of the Founder and ensure proper attention and hospitality are extended at all times, along with the Admin. Executive. Manage the flow of internal communication of the Founder and communicate the instruction of the Founder to appropriate team members. Attend meetings with the Founder, making sure complete pre-meeting notes and preliminary researches are prepared and briefed to the Founder ahead of time; and take minutes of meetings. Perform other tasks pertinent to the function as they arise and as delegated by the Founder. To undertake additional duties and responsibilities as required during Abu Dhabi Festival, as required. Key Accountabilities Administrative functions of the Founder s Office Key Performance Measures Quality and speed of all work executed within the Founder s office and efficiency of administrative systems.

4 Preparation of Minutes, Briefs, Correspondence and Reports Timeliness of preparation and submission of the Correspondence and Reports Accuracy and completeness of the Correspondence and Reports Speed of typing Comprehensive internal search & summarize Accuracy of typing and minute taking Team Leadership Quality and speed of all work executed by the Founder s office Performance of all team members Key functions effectively performed at all times Timeliness and consistency in conducting the meeting Timeliness of conducting appraisal Number of relevant training courses identified Staff turnover ratio Telephone calls management Courteousness and patience in speaking to callers and taking their messages Number of undelivered messages Ownership Founder s Schedule Number of overlapping appointments. Speed of coordinating Founder s schedule and travel arrangement Founder s guests feedback on hospitality Job Specifications Core Competencies/Skills & Knowledge Administration (Functional / Technical) skills Knowledge Level

5 Communication and Relationship Management (Interpersonal Savvy) Computer Literacy Integrity & Trust Dealing with Ambiguity Problem Solving Skills Strategic Thinking Staff Development Team Leadership and Management Presentation Skills (Oral and Written) Time Management Flexibility and Adaptability Stress Management Understanding of and interest in Arts, Culture and Language English and Technical English Language Skills Arabic Language Skills Relationship Management Action Oriented Planning & Organizing Self Development: Identifies common goals, interests and perspectives. Intermediate - Desirable

6 Preferred Qualifications: Minimum of Bachelors Degree in Arts, Culture or Event Management, preferably Masters Degree or equivalent. Preferred Experience: Minimum 5 years or more of relevant experience in an Arts & Cultural / public / private sector organization. Signed: (Job Incumbent) Approved By: (Founder) Date: Date: