Department : General Management / Administration
Reports To: General Manager
Job Location: Amman – Jordan
Employment Type: Full-Time
– Who we are?
Sun Tours is a premier travel agency founded in Jordan, with branches in Amman and Aqaba, and offices in Saudi Arabia, Egypt, and the United States. Born from a vision to create a leading agency that offers unique global experiences, Sun Tours delivers trips that cater to diverse preferences, all while upholding the highest professional standards.
Led by a new generation of energetic travel consultants, Sun Tours excels in curating, customizing, and planning exceptional travel experiences, drawing from their extensive knowledge and expertise in modern luxury travel.
– Job Summary:
Sun Tours is seeking a highly organized and proactive Office Manager & Personal Assistant to the General Manager to provide executive and administrative support while overseeing daily office operations.
The successful candidate will be responsible for managing the General Manager’s schedule, coordinating meetings and correspondence, following up on management instructions and pending tasks, and ensuring effective communication between departments. The role also includes managing office administration, coordinating suppliers and office requirements, and maintaining efficient organizational systems.
This position requires excellent organizational and communication skills, strong attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities while ensuring smooth office operations and effective support to senior management.
– Key Responsibilities:
A. Personal Assistant to the General Manager
• Manage the General Manager’s calendar, appointments, meetings, and daily priorities.
• Coordinate internal and external meetings, prepare agendas and required documents, and record meeting minutes when requested.
• Track the General Manager’s instructions and decisions, follow up with responsible departments on pending tasks and deadlines, and report progress or delays.
• Manage correspondence, draft emails and official letters, and prioritize incoming communications for the General Manager’s attention.
• Prepare reports, presentations, meeting briefs, and summaries as required.
• Arrange business travel, including flights, accommodation, transportation, and itineraries.
• Maintain organized records of management decisions, commitments, and pending matters.
• Handle confidential information and represent the General Manager professionally within delegated authority.
B. Office Management and Administration
• Oversee daily office operations and maintain an organized, professional working environment.
• Monitor office supplies, equipment, and company assets, and coordinate maintenance, repairs, and facility requirements.
• Coordinate with suppliers and service providers and obtain quotations for office-related purchases.
• Maintain administrative records, correspondence, filing systems, and office inventory.
• Coordinate visitor arrangements, meeting rooms, and general office requirements.
• Liaise with Finance regarding invoices, payments, and administrative expenses, following company approval procedures.
C. Coordination and General Support
• Coordinate with department heads and employees to collect information, reports, and updates requested by the General Manager.
• Follow up on administrative tasks and interdepartmental requests, escalating unresolved matters when necessary.
• Assist with employee onboarding arrangements, business visits, and internal company events.
• Identify administrative needs and suggest improvements to office efficiency and organization.
Qualifications and Requirements:
• Bachelor’s degree in Business Administration, Office Management, or a related field.
• Minimum 2 years in relevant experience in executive assistance, office management, or administration.
• Previous experience supporting senior management is preferred.
• Excellent written and verbal communication skills in Arabic and English.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Strong organizational, communication, follow-up, and time-management skills.
• High level of professionalism, discretion, accuracy, and confidentiality.
• Ability to manage multiple priorities, meet deadlines, and work independently.