Admin Assistant

ITP Media Group (ITP) is one of the largest media companies in the Middle East, with a portfolio of more than 80 brands. The company delivers quality up-to-date content to its readers, viewers, delegates, and guests through digital, print, events, awards, video content, social media platforms, and social media influencers. These brands include major international and regional names such as Time Out, Arabian Business, Harper’s Bazaar, GQ, and Construction Week.

Responsibilities

• Supervision and development of admin teams, operations, and building including reception.
• Undertake administrative duties relative to the office management team including supplier negotiations, maintaining and developing processes and administrative systems, assisting with office refurbishment projects, and procurement of supplies and equipment.
• Assist in coordinating travel arrangements and accommodations for employees.
• Input and maintain accurate records, databases, and files.
• Prepare and edit documents, reports, and presentations if needed.
• Monitor and order office supplies, ensuring adequate stock levels.
• Maintain inventory of office equipment and ensure proper functioning.
• Source furniture and contact different suppliers for quotes for office refurbishment and decoration.
• Provide general administrative support and reception assistance during times needed to cover absence of the receptionist.
• Assist HR and other departments by arranging access cards and desk locations for new employees.
• Support the finance department with raising of IPO.
• Be the point of contact for admin staff from overseas offices.
• Identify and implement process improvements to enhance office efficiency.
• Maintain the office appearance and condition in accordance with health and safety requirements and arrange necessary repairs via the relevant team.
• Monitor personnel requirements to maintain adequate staffing, including approving requests for vacation and leave, planning for emergencies and special events, and assigning personnel to cover absences and vacations.
• Oversee the facilities team and ensure optimal health, safety, and cleanliness standards are maintained.

Requirements

• Advanced English and Arabic language skills.
• 1-2 years’ experience in a customer service and/or hospitality supervisory-based role.
• Proven experience as an admin assistant or in a similar role.
• Excellent verbal and written communication skills.
• Professional presentation, attention to detail, and the ability to work with minimum or no supervision.
• High standards of customer service.
• Strong organizational skills and ability to prioritize tasks effectively and multitask.
• Problem-solving skills.
• Ability to handle confidential information with discretion.
• Understanding of cultural sensitivity and awareness.
• Computer literacy and proficiency in using office software, MS Excel, MS PowerPoint, spreadsheet, and presentation applications.
• Familiarity with office equipment, such as printers, scanners, and telephones.