Office Administrative Assistant

Summary
Provides administrative support to office heads and staff per the direction of office’s deputy general manager.

Responsibilities

• Manages office Heads calendar and schedules appointments based on availability.
• Arranges travel plans and compiles all documents for travel.
• Screens incoming calls/emails and correspondence, responds proactively when possible.
• Coordinates meetings by arranging for facilities and issuing appropriate information to attendees.
• Assists in research and preparation of PowerPoint presentations.
• Responsible for supporting office heads leadership within the office.
• Works closely with office management to identify and suggest solutions on how to improve office and team morale.
• Keeps abreast of current trends and the latest news.
• Attends meetings, takes notes, and prepares meeting minutes.
• Prepares and circulates office memos.
• Arranges visitors’ plans and compiles all documents for travel, accommodation, transportation, meetings, etc.

Tasks

• Collects and submits weekly timesheets.
• Participates in daily/weekly office staff meetings.
• Documents and distributes weekly status meeting minutes to the team.
• Participates in office’s head meetings and documents and distributes meeting minutes to attendees when required.
• Keeps supervisor apprised of the status of work.
• Prioritizes tasks and assignments to meet scheduled deadlines.
• Researches and prepares special projects as required.
• Maintains stock of office supplies and specialized forms.
• Collates general information as required.
• Assists other office staff as required.
• Performs general clerical functions (e.g., scheduling, copying, data entry, filing, etc.) for the purpose of supporting office operations.
• Performs other assigned duties that are within the area of knowledge and skills required by the job description.

Qualifications

• Prior work experience as personal/office assistant is preferred.
• Arabic and English proficiency.
• Strong interpersonal and communication skills both, written and oral.
• Ability to work on multiple tasks simultaneously.
• Flexible attitude and the ability to deal well with changing assignments and priorities.
• Computer literate (Microsoft Office: Excel, Word, and PowerPoint).
• Team player.
• Flexible for overtime.
• Professional appearance and demeanor.