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Administrative Assistant

PANATIX Analytical Systems
New Cairo, Cairo
Posted 3 months ago
198Applicants for1 open position
  • 198Viewed
  • 4In Consideration
  • 10Not Selected
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Job Details

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Job Description

The administrative assistant’s duties and responsibilities include providing administrative support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

KEY ACTIVITIES INCLUDE:

Administrative Tasks:

  • Organize and schedule appointments and meetings.
  • Maintain contact lists.
  • Produce and distribute correspondence memos, letters, faxes, and forms.
  • Assist in the preparation of regularly scheduled reports.
  • Develop and maintain a filing system.
  • Order office supplies
  • Submit and reconcile expense reports.
  • Provide information by answering questions and requests.
  • Take dictation.
  • Research and create presentations.
  • Generate reports.
  • Handle multiple projects.
  • Prepare and monitor invoices.
  • Contribute to team effort by accomplishing related results as needed.
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Organize travel arrangements for employees and visitors.
  • Write letters and emails on behalf of other office staff.
  • Book/Arrange conference calls, rooms, taxis, couriers, hotels, Restaurants, etc.
  • Planning various business events with attention to financial and time constraints.
  • Handle sensitive information in a confidential manner.
  • Take accurate minutes of meetings.
  • Coordinate office procedures.
  • Reply to email, telephone, or face-to-face inquiries.
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems.
  • Answer telephone calls and pass them on
  • Manage staff appointments.
  • Coordinate repairs to office equipment.
  • Greeting and assisting visitors to the office.
  • Photocopy and print out documents on behalf of other colleagues.
  • Provide polite and professional communication.
  • Implement clerical duties and administrative processes.
  • Conduct data entry.

HR Supporting Tasks

  • Be actively involved in recruitment by preparing job descriptions, posting ads, and managing the hiring process.
  • Ensuring candidates have the right to work at the organization.
  • Assist in Negotiating salaries, contracts, and working conditions.
  • Assist in performance management processes.
  • Developing and implementing policies on issues such as working conditions, performance management, equal opportunities, disciplinary procedures, and absence management.
  • Reviewing/Developing procedures for employee safety, welfare, wellness, and health.
  • Maintain employee records (attendance, EEO data etc.) according to policy and legal requirements.
  • Review employment and working conditions to ensure legal compliance.
  • Advising line managers and other employees on employment law and the employer's own employment policies and procedures.
  • Ensure that all documents of the employee file comply with the documents needed as set by the Labor Law and Social Insurance.
  • Build databases to include every detail.
  • Maintain proper communication with all governmental associations (social insurance offices, labor office, & medical insurance authority) and ensure compliance with governmental and Egyptian labor law standards.
  • Make sure that all government employees’ records are up to date.
  • Issuing any necessary documents and letters required from official authorities (Labor and Social Insurance Offices).
  • Finalize all governmental-related forms (Form 1, Form 2, and Form 6) and work permits.
  • Review monthly attendance and leaves report including overtime, working days, deductions, sick leaves, and official vacations that will reflect on employees’ salary and manage vacations yearly settlements.

Bookkeeping:

  • Performing basic office tasks, such as filing, data entry, answering phones, processing the mail, etc.
  • Handling communications with clients and vendors via phone, email, and in person.
  • Send out invoices and settle accounts with vendors.
  • Keep track of spending.
  • Create regular spending reports.
  • Maintain files of bills and invoices.
  • Processing transactions, issuing checks, and updating ledgers, budgets, etc.
  • Preparing financial reports.
  • Assisting with audits, fact checks, and resolving discrepancies.

Job Requirements

  • At least a bachelor’s degree in Human Resources, Business Administration/Accounting or law.
  • At least (2+) years HR/Accounting/Administration Assistance experience.
  • Experience in Industrial, Engineering services or contracting companies is preferred.
  • Ability to speak, write, and communicate effectively in English.
  • Strong phone, email, and in-person communication skills.
  • Ready to take initiative with teamwork.
  • Ready to travel outside the office.
  • Information seeking with analytical thinking.
  • Advanced knowledge of Microsoft Office #EXCEL, #WORD, #POWERPOINT.
  • A good understanding of Egyptian labor laws and social insurance regulations is PLUS.
  • Outstanding organizational and time-management abilities.
  • Excellent communication and interpersonal skills.
  • Problem-solving and decision-making aptitude.
  • Strong ethics and reliability.

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