Responsibilities:Effective Correspondence Management and Documentation:Manage communications with stakeholders, maintain organized filing systems, and oversee meeting logistics from scheduling to documentation.Superior & accurate minutes and report writing (on a daily, weekly, quarterly, or annual basis) as required by the Managing Director, and key personnel.Preparation and Presentation of key intellectual property materials, Participation in high level stakeholder engagements on a local, regional and global basis.Key Innovative Business Development and Member Services:Engage potential clients with a proactive approach, offering tours and consultations, and diligently following up to enhance membership and occupancy rates.Seamlessly manage the membership lifecycle in collaboration with the finance team, ensuring a smooth process from onboarding to exit.Collaborate with marketing teams to craft and execute cutting-edge marketing strategies, leveraging social media and other platforms to engage the community.Innovate continuously by recommending and implementing new features, services, or perks to meet and exceed member needs.Cultivate and maintain strategic partnerships with key stakeholders and vendors, enriching the community's vibrancy and engagement.Facilities Management with a Difference:Oversee the procurement, maintenance, and enhancement of facilities, ensuring an environment that is not only welcoming but also epitomizes cleanliness, safety, and functionality.Maintain meticulous records of facility usage and equipment status, conducting regular evaluations to ensure the highest standards are met.Implement proactive maintenance schedules for the upkeep of the cottage's assets, including state-of-the-art technological and communal spaces.Streamlined Policies, Procedures, and Processes:Develop, maintain, and update policies, processes, and procedures, enhancing operational efficiency.Efficient Travel and Logistics Management:Coordinate logistics for staff and stakeholders, ensuring smooth and efficient travel and accommodation arrangements.Proactive Asset and Procurement Management:Manage vendor relationships, oversee procurement processes, and ensure the timely maintenance and updating of the cottage's assets.Requirements:Bachelor's degree in Business Administration, English, Marketing and Sales, Accounting, Business Management, or a related field.2 - 3 years of experience in communication, stakeholder management, or business development.3 - 5 years of administrative experience, preferably in hub/co-working space management or a similar dynamic environment.Experience in business management or entrepreneurship is highly valued.Familiarity with administrative functions such as inventory, facilities, procurement, and logistics management.Experience providing secretarial and administrative support to C-suite executives is advantageous.Skills & Competence:Superior time management capabilities with demonstrated ability to work under pressure, meet deadlines, and adapt to fast-changing situations with a positive and enthusiastic attitude.Excellent relationship management skills, characterized by integrity, confidentiality and discretion.Considerable leadership and time management skillsStrong problem-solving, decision-making, and negotiation skills, with a proactive approach to addressing and resolving issues.High ethical level and confidentiality traitDemonstrable technical know-how on trust.Exceptional organizational, planning, and time management skills, capable of managing multiple priorities with keen attention to detail.Advanced communication and business writing skills.High proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint).Proficiency in cloud software applications (SkyDrive, Dropbox, Google Docs, Outlook) and the Zoho application suite for efficient work processing.Creativity, innovation, and problem-solving abilities, with a willingness to challenge organizational culture when necessary.Advanced ICT skills for administration, with proficiency in using AI tools such as Gemini and ChatGPT, indicating a strong foundation in technology and AI applications.Benefits:Flexible work arrangements.Mentorship from the Managing Director.Opportunity for additional rewards and recognition packages for outstanding performance and exceptionalism in the discharge of duties and responsibilitiesJoining Abdulmalik Badamasuiy's Cottage as an Operations Specialist offers a unique opportunity to play a pivotal role in creating a dynamic, engaging, and efficient environment, significantly contributing to the success and growth of the cottage and its diverse entities.
