Executive Assistant & Office Manager – Casablanca, Morocco

Executive Assistant & Office Manager

Based in Casablanca, this dual-function role combines high-level executive assistance to a UK-based Managing Director with hands-on management and coordination of the company's Moroccan office. The role supports the growth of operations in Morocco and connects the UK and Moroccan teams.

Key Responsibilities

Office Management & Facilities – Morocco

• Oversee day-to-day operations, administration, facilities and maintenance of the Casablanca office.
• Ensure a professional, safe and well-organized working environment.
• Manage utilities, supplies, equipment and local service providers.
• Coordinate procurement, IT equipment setup and general office requirements.
• Act as the main administrative contact for employees based in Morocco.
• Coordinate with the outsourced HR provider and the UK Managing Director on local HR administration, onboarding and internal communication.
• Support operational procedures, internal systems and communication processes as the Moroccan subsidiary grows.

Executive Assistance & Administrative Support – UK Managing Director

• Provide comprehensive executive and remote administrative support to the UK-based Managing Director.
• Manage calendars, appointments, meetings and business travel across different time zones.
• Prioritize incoming requests 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.

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 to ensure agreed actions are completed.
• Coordinate communication and meeting preparation across international teams.

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 recruitment of a HubSpot specialist to address CRM integration challenges involving HubSpot, AC Plus and Magento.

Profile & Requirements

Professional Experience

• Minimum 5 to 7 years of relevant 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, verbal and interpersonal communication skills.
• High level of discretion, confidentiality and professionalism.
• Proactive, autonomous and solutions-oriented, able to operate 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.