Key Responsibilities

1. Office Management

• Greet visitors, answer phone calls, and respond to emails in a professional and courteous manner.
• Maintain office supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, and placing orders.
• Ensure the office environment is clean, organized, and conducive to productivity.

2. Administrative Support

• Assist in scheduling appointments, meetings, and conferences for staff members.
• Prepare and distribute correspondence, memos, letters, and forms as needed.
• Organize and maintain paper and electronic files, including confidential documents.

3. Data Entry and Record Keeping

• Input and update data in databases and spreadsheets accurately and efficiently.
• Maintain records of expenses, invoices, and other financial documents.
• Prepare reports and presentations using Microsoft Office or Google Workspace.

4. Event Support

• Assist in the coordination of events by helping with logistics, such as venue booking, catering arrangements, and participant registration.
• Prepare event materials, including name tags, agendas, and presentation slides.
• Provide on-site support during events as needed.

5. Communication

• Serve as a liaison between staff members, vendors, and external stakeholders.
• Communicate effectively with team members to ensure tasks are completed on time and with accuracy.
• Assist in drafting and proofreading documents, ensuring clarity and adherence to organizational standards.

Qualifications

Education: High school diploma or equivalent; associate’s or bachelor’s degree in business administration or a related field preferred.

Previous experience in office management or administrative support roles.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides).

Familiarity with office management software and databases.

Event Coordination: Experience in coordinating events or meetings, with strong logistical planning abilities.

Experience in creating mailing lists for events, guest lists separated into key personnel invites and regular invitees, attendance lists.

Communication Skills: Excellent English, Arabic & French verbal and written communication skills.

Ability to interact professionally with visitors, staff, and external stakeholders.

Organizational Skills: Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.

Attention to detail and a high level of accuracy in data entry and record-keeping.

Problem-Solving Abilities: Ability to identify issues and propose effective solutions.

Interpersonal Skills: Ability to work collaboratively in a team environment.

Strong customer service skills and a positive attitude.

Assist office manager in daily tasks.

Confidentiality and Professionalism: Ability to handle confidential information with discretion.

Time Management: Strong time management skills to meet deadlines and maintain productivity in a busy office setting.