Executive Assistant & Office Manager

About the Role

We are looking for a highly organized, proactive and resourceful Executive Assistant & Office Manager to support the development of our growing operations in Morocco.

This is a dual-function role combining high-level executive assistance to a UK-based Managing Director with hands-on responsibility for the management and coordination of the company's Moroccan office.

Based in Casablanca, you will act as the key local point of contact, ensuring the smooth running of office operations, facilities, administrative activities and local team coordination, while providing remote executive and administrative support to the Managing Director in the UK.

Working at the intersection of executive support, office management and international operations, you will play a central role in connecting both teams and supporting the company's expansion in Morocco.

Key Responsibilities

1. Office Management & Facilities Management – Morocco

• Oversee the day-to-day operations and administration of the Casablanca office.

• Ensure a professional, safe and well-organized working environment.

• Manage office facilities, maintenance, utilities, supplies, equipment and local service providers.

• Coordinate procurement, IT equipment setup and general office requirements.

• Act as the main administrative point of contact for employees based in Morocco.

• Coordinate with the outsourced HR provider and the UK Managing Director on local HR administration, employee onboarding and internal communication.

• Support the implementation of operational procedures, internal systems and communication processes as the Moroccan subsidiary grows.

2. Executive Assistance & Administrative Support – UK Managing Director

• Provide comprehensive executive assistance and remote administrative support to the UK-based Managing Director.

• Manage calendars, appointments, meetings and business travel arrangements across different time zones.

• Prioritize incoming requests, coordinate communications and act as a first point of contact for internal and external stakeholders.

• Draft, review and proofread professional correspondence, reports and business documents.

• Prepare presentations, management reports and other executive-level documentation.

• Handle confidential information with the highest level of discretion and professionalism.

3. Board & Management Meeting Coordination

• Organize and coordinate Board, Directors' and Management meetings involving UK and Moroccan stakeholders.

• Prepare meeting agendas and distribute relevant documentation in advance.

• Attend meetings, take accurate minutes and document key decisions and action points.

• Maintain action trackers and follow up with stakeholders to ensure agreed actions are completed.

• Coordinate communication and meeting preparation across international teams.

4. Customer Administration & Commercial Coordination

• Provide administrative support to the Managing Director following customer meetings.

• Prepare and share customer-facing documents, presentations, commercial proposals and product information.

• Coordinate requests for product samples and follow up with the relevant internal teams.

• Ensure timely communication and follow-up between the UK and Moroccan teams.

• Support the coordination of the recruitment of a HubSpot specialist to address CRM integration and synchronization challenges involving HubSpot, AC Plus and Magento.

Profile & Requirements

Professional Experience

• Minimum 5 to 7 years of relevant professional experience in Executive Assistance, Office Management or senior administrative and operational coordination roles.

• Proven experience supporting C-level executives, Managing Directors or senior leadership.

• Demonstrated experience managing office operations, facilities, procurement and general services (Moyens Généraux).

• Previous experience coordinating teams and managing relationships with external service providers.

• Strong experience in an international or multicultural working environment is highly desirable.

Languages

• English: Fluent, both written and spoken – mandatory.

• French: Fluent, both written and spoken – mandatory.

• Moroccan Arabic (Darija): Essential for communication with local suppliers, service providers and employees.

Technical Skills

• Excellent command of Microsoft Office, particularly Word, Excel, PowerPoint and Outlook.

• Strong document preparation, reporting and presentation skills.

• Familiarity with CRM platforms, particularly HubSpot, is an advantage.

• Knowledge of ERP systems and digital business tools is desirable.

Personal Competencies

• Excellent organizational and time-management skills.

• Ability to manage multiple priorities across different functions and time zones.

• Strong written and verbal communication skills.

• High level of discretion, confidentiality and professionalism.

• Strong interpersonal skills and the ability to coordinate diverse stakeholders.

• Proactive, autonomous and solutions-oriented approach.

• Ability to anticipate needs, take initiative and operate effectively without direct local supervision.

Why Join Us?

• Take on a key position within an expanding international business.

• Work directly with UK-based senior management and gain exposure to strategic business operations.

• Play an instrumental role in developing and structuring the company's Moroccan subsidiary.

• Enjoy a diverse role combining executive assistance, office management and international operations coordination.

• Contribute to the growth of a cross-border team in a dynamic business environment.