Executive Office Manager

Job Description

Executive Office Manager

A private company operating in the Oil & Gas industry, located at Km 17 of Makhsoos Road, Tehran, is seeking a professional, intelligent, organized, and highly reliable individual to join its management team as an Executive Office Manager.

We are not looking for someone whose role is limited to answering calls, scheduling meetings, or booking flights.
We are looking for someone capable of running the coordination, information flow, and follow-up system around the CEO; someone who understands what matters, what requires immediate attention, what must not be missed, and who follows every important matter through to closure.

Role Mission:
To create order, speed, focus, and visibility within the CEO’s office through professional management of:
Time → Information → Communication → Meetings → Follow-up → Closure

The ultimate purpose of this role is to protect the CEO’s time and cognitive bandwidth, allowing the CEO to focus on decision-making, leadership, and business development rather than administrative coordination and routine follow-ups.

Key Responsibilities:
CEO Calendar & Time Management
Manage and continuously update the CEO’s daily and weekly calendar.
Schedule meetings, appointments, calls, visits, and other executive commitments.
Prioritize incoming requests based on importance and urgency.
Prevent scheduling conflicts and unnecessary use of executive time.
Communicate schedule changes promptly and accurately.
Meetings & Decision Follow-up
Coordinate internal and external meetings for the CEO.
Ensure required documents and information are available before meetings.
Coordinate the participation of relevant managers and stakeholders.
Record and track key Actions arising from meetings.
Follow up on important matters until resolution and Closure.
Prevent important decisions, commitments, and requests from being forgotten or left unresolved.
Communication & Information Management
Manage the CEO’s calls, emails, messages, correspondence, and incoming requests.
Identify important and sensitive matters and escalate them appropriately.
Respond to or route requests within the defined scope of authority.
Manage information flow between the CEO and organizational units.
Maintain strict confidentiality of managerial, financial, contractual, commercial, and organizational information.
Cross-Functional Coordination
Follow up on CEO requests with managers and organizational units.
Obtain regular Status updates on critical matters.
Identify delays, pending issues, and unresolved requests.
Escalate Critical issues to the CEO when required.
Maintain appropriate Visibility over the status of key executive actions.
Travel & Executive Logistics
Plan domestic and international travel for the CEO and senior executives.
Coordinate flights, hotels, transportation, visas, and related arrangements.
Prepare detailed travel itineraries and required information.
Manage last-minute changes and unforeseen travel requirements efficiently.
Guest & Executive Meeting Management
Coordinate visits by guests, executives, clients, business partners, and other stakeholders.
Manage hospitality and meeting requirements.
Ensure a professional experience consistent with the organization’s standards and the level of the guest.
Coordinate with relevant departments to ensure smooth execution of formal meetings.
Administrative & Executive Support
Prepare and follow up on formal correspondence and official letters.
Organize documents and information related to the CEO’s office.
Coordinate management and internal training meetings.
Work closely with the Human Resources and Recruitment functions.
Perform other executive-office responsibilities within the scope of the position.

Who Are We Looking For?
We are looking for someone who is more than a Task Executor.
We are looking for a true Executive Coordinator.
Someone who:
Quickly understands what is important.
Follows up on matters before the CEO has to ask about them.
Takes ownership of issues and does not leave them unresolved.
Can manage multiple priorities simultaneously without losing critical details.
Remains calm, focused, and effective under pressure.
Knows what should be handled independently and what must be Escalated.
Communicates professionally with senior executives, employees, clients.
Treats Confidentiality as a non-negotiable professional standard.
Anticipates issues instead of waiting for instructions.
Thinks in terms of ownership, outcome, and closure, rather than simply completing assigned tasks.

Core Competencies:
Executive Judgment
Ability to distinguish between what is important, urgent, sensitive, and strategically relevant.
Organization
Ability to manage Calendar, Meetings, Communications, Documents, Follow-ups, and multiple priorities in an integrated manner.
Follow-up Discipline.
Ability to systematically track issues and commitments until final resolution.
Attention to Detail
High attention to detail while maintaining focus on the bigger picture and avoiding unnecessary bureaucracy.
Communication
Professional, clear, confident, and respectful communication across different organizational levels.
Confidentiality
Strong judgment and absolute discretion when handling sensitive executive and organizational information.
Proactive Mindset
Ability to anticipate needs, identify potential problems, and act before issues become problems.
Multi-tasking & Prioritization
Ability to manage multiple simultaneous demands while maintaining clear priorities.
Problem Solving
Ability to resolve operational and coordination issues independently without unnecessarily transferring problems to the CEO.
Ownership

A mindset of:
“This needs to be solved.”
rather than:
“This is not my responsibility.”

Required Skills & Qualifications:
Bachelor’s degree in Business Administration, Management, Industrial Engineering, Communications, or a related field is preferred.
Minimum 3 years of relevant experience in executive assistance, executive office management, office management, or a similar role.
Excellent command of Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
Strong ability to manage Email, Calendar, digital communication, and executive scheduling tools.
Strong capability in formal business correspondence and administrative documentation.
Familiarity with CRM, Task Management, and workflow tools is an advantage.
English proficiency at Upper-Intermediate level, particularly for professional communication and travel coordination.
Strong interpersonal and communication skills.
High level of organization, discretion, reliability, and professional maturity.

What Success Looks Like:
Success in this role is not measured by the number of calls answered or meetings scheduled.

Success means the CEO can clearly understand:
What is happening?
What requires a decision?
What is waiting for action?
Who is responsible?
What is delayed?
What must not be missed?

The ultimate operating logic of this position is:
Right Information + Right Priority + Right Coordination + Right Follow-up = Executive Effectiveness
The successful candidate will effectively become the operational coordination layer around the CEO, reducing administrative friction, increasing organizational responsiveness, and protecting executive attention for high-value decisions.

Compensation & Benefits:
Competitive salary based on experience and capabilities
Negotiable compensation for highly qualified candidates
Performance-based bonus
Social Security insurance from the first day of employment
Professional and management-oriented working environment
Direct exposure to the CEO and senior management
Professional growth opportunities based on performance and capability

Location: Tehran, Km 17 Makhsoos Road
Employment Type: Full-time
Gender: just female