Administration Assistance 108 views

Job Responsibilities:
Administrative Support:

Answer and direct phone calls.
Organize and schedule appointments.
Plan meetings and take detailed minutes.
Write and distribute email, correspondence memos, letters, faxes, and forms.
Assist in the preparation of regularly scheduled reports.
Document Management:

Develop and maintain a filing system.
Update and maintain office policies and procedures.
Order office supplies and research new deals and suppliers.
Maintain contact lists.
Data Entry:

Enter and update data accurately in databases.
Prepare and manage spreadsheets and reports.
Handle confidential information with discretion.
Office Coordination:

Coordinate office procedures.
Assist in managing office budget and expenses.
Ensure the office is tidy and has all necessary working equipment and materials.
Support to Staff:

Provide administrative support to ensure efficient operation of the office.
Support team members with their administrative needs.
Handle requests and queries from senior managers.
Customer Service:

Act as the point of contact for internal and external clients.
Handle client inquiries and provide accurate information.
Assist in resolving any administrative problems.
Travel Arrangements:

Make travel arrangements for senior staff, such as booking flights, cars, and hotel reservations.
Prepare travel itineraries.
Communication:

Communicate with vendors, clients, and stakeholders.
Draft and edit correspondence, communications, presentations, and other documents.
Qualifications:
Education:

High school diploma or equivalent.
Additional qualifications in office administration or related fields can be advantageous.
Experience:

Previous experience as an administrative assistant or in a related role is preferred.
Familiarity with office equipment and office management procedures.
Skills:

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Excellent written and verbal communication skills.
Strong organizational and multitasking abilities.
Attention to detail and problem-solving skills.
Ability to prioritize work and manage time effectively.
Personal Attributes:

Professional appearance and demeanor.
Friendly and approachable attitude.
Discretion and confidentiality.
Punctual and reliable.
Language:

Proficiency in English is essential.
Knowledge of Arabic or other languages can be an advantage.
Additional Considerations:
Work Environment:

Typically office-based with standard working hours.
May require flexibility to work overtime or on weekends for special projects or deadlines.
Cultural Awareness:

Understanding of the cultural and business environment in the UAE.
Ability to interact professionally with a diverse group of colleagues, clients, and stakeholders.