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Job Description
The Administration Assistant post exists to support different office functions and operations from an administrative perspective and to ensure that relations with suppliers, clients and staff are managed efficiently at the highest level. It involves working closely with staff, different suppliers, client contacts and media contacts on a day-to-day basis. The administrator will be reporting to the Managing Director.
- Handles daily media monitoring, scanning, development of hard copies, and monthly client reports.
- Liaise with Blue Ocean PR’s monitoring agency to ensure timely submission of information and requirements.
- Provides administrative support to the Managing Director as specified.
- Priorities own work based on established deadlines
- Creates and maintains an effective filing system pertinent to different client’s activities.
- Oversees office supplies and logistics to ensure proper office operation
- Manages relationships and communications with different suppliers
- Uses judgment in dealing with sensitive issues
- Provides on the ground event management support
- Maintains databases for the media, accounts and suppliers
- Maintains other databases (country officials & VIPs, etc.) as directed
- Exercises tact in dealing with callers and visitors
- Responds to requests for information about projects, priorities, objectives, etc.
- Prepares office correspondence, as directed.
- Creates letters, memos, reports, various documents, meeting minutes, speeches, etc.
- Frequently performs administrative work associated with office function.
- Stays informed as regards to development of issues concerning company policies, procedures and guidelines.
- Takes care of staff time sheets and attendance records
Job Requirements
- Education: University degree
- Proficiency in Arab and English language, spoken and written
- English and Arabic typing, word processing and personal computer software skills.
- Has knowledge of the Internet, MS Word, Excel and PowerPoint
- 1+ Year experience in an Administration related fields
- Good organization skills,
- Accurate and thorough.
- Presentable and posses a positive attitude.
- Hard-Worker and committed.
- Good knowledge of Microsoft Office functions and Web navigation.
- General office administration tasks: database management, media monitoring and co-ordination.
