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Administrative Assistant

Job Description:
  • Screen & Transfer incoming calls and make phone calls upon the Managing Partner’s request or employees.
  • Meet and greet clients and visitors.
  • Open, sort, respond and distribute correspondence, faxes and couriers concerning company’s business.
  • Assist the Marketing department in marketing tasks according to needs.
  • Assist Human Resources Department in assigned tasks.
  • Responsible for the company’s stationery and equipments store and monitoring the recording of all equipment transfers and shortage.
  • Responsible for preparing and following Purchase orders.
  • Managing time sheet info of all employees and entering data in the Time sheet system.
  • Organizes systems for tracking large volumes of paper flow, and create a system for indexing admin files in English, and manage its modification, update & cancelation.
  • Files all company’s correspondences and other official documents.
  • Works as a channel between the employees.
  • Directs preparation of records such as agenda, notices, and transcribe and distribute minutes of meetings & resolutions for corporate meetings when required.
  • Arrange programs, events, or conferences when needed by arranging for facilities and caterer, issuing information or invitation letters, coordinating speakers, and controlling event Logistic matters.
  • Takes and transcribes dictation, and composes and prepares confidential reports, internal circulations and other complex documents.
  • Assist in creating Admin policies & procedures.
  • Do research when needed for any relevant data through internet and internal systems.


Technical Competency:
  • Able to organize all office admin work.
  • Able to make purchase orders.
  • Good in preparing required reports.
  • Very good Arabic & English skills.
  • Excellent in picking up phones and replying on client needs in a distinctive way.
  • Ability to welcome clients and visitors pleasantly with strong personality and direct them to the relevant office.
  • Able to solve basic conflicts and/or problems with clients on phone or by visits.
  • Excellent customer service through phone, e-mail and/or meetings.
  • Able to manage complaints.
  • Fast in handling and delivering multitasks.
  • Confidentiality of information.
  • Excellent in recording Minutes Of Meetings.
  • Able to print labels and similar printings.
  • Excellent ability to follow up and to prioritize tasks.
  • Ability to use available resources to organise & develop the work process.
  • Ability to obtain cost effective offers from vendors.
  • Able to deal pleasantly with diversified personalities.


Practical Experience:
Worked as Admin Assistant or secretary for minimum 1 year.

Educational Qualification :
Minimum of Bachelor Degree in Business Administration or related fields.