Secretary/ Team Coordinator

Job Summary:

We are seeking a proactive and detail-oriented Secretary & Team Coordinator to join our dynamic team. The ideal candidate will support administrative tasks, manage team coordination, and contribute to the efficient operations of the back office. This role requires strong organizational skills, the ability to multitask, and excellent communication abilities to ensure smooth collaboration across the team.

Key Responsibilities:

Administrative Support:

• Manage schedules, appointments, and calendars for the management team.

• Prepare, organize, and maintain company documentation, reports, and correspondence.

• Handle office communication, including emails, phone calls, and internal memos.

• Maintain organized filing systems for easy retrieval of information.

Team Coordination:

• Act as the central point of contact for team communications and project updates.

• Assist in planning and coordinating team meetings, preparing agendas, and documenting minutes.

• Ensure tasks and deadlines are communicated effectively to relevant team members.

• Support inter-departmental collaboration and communication.

Operational Support:

• Assist in managing office supplies and liaising with suppliers to ensure timely procurement.

• Oversee basic office operations, including maintaining equipment and coordinating repairs if needed.

• Assist in organizing company events or activities.

Project & Task Management:

• Support the team in tracking and following up on project progress.

• Provide assistance with travel arrangements, scheduling, and logistical planning.

• Coordinate with external stakeholders, including vendors and clients, as needed.

Confidentiality & Record-Keeping:

• Handle sensitive and confidential information with discretion and professionalism.

• Maintain accurate records of expenses, meetings, and office-related activities.

Qualifications and Skills:

• Diploma or degree in Business Administration, Office Management, or a related field.

• Proven experience as a Secretary, Team Coordinator, or similar role.

• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills in English (Arabic is a plus).

• Ability to multitask and prioritize effectively in a fast-paced environment.

• Professional demeanor and team-oriented mindset.

Work Environment:

• Office-based role with occasional flexibility required to support team needs