Office Assistant

Job Description

We are looking a highly organized and efficient Office Assistant to join our team and provide essential support to Senior Management in day-to-day operations.

The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to multitask effectively. The Office Assistant will play a crucial role in ensuring the smooth functioning of the office, maintaining records, coordinating schedules, and assisting with administrative and non administrative tasks.

Qualifications & Education

• Bachelor Degree in Business Administration, Media and comunication or related field 

 Experience

• At least 2 years experience in an educational institution

 Skills / Training / Knowledge

• Ability to multi-task
• Preferably bilingual (speaks English and Arabic fluently)
• Excellent with English writing including minutes or meetings, reports and emails
• Very high degree of independence, responsibility, and judgment.
• Maintains a professional image and relationships with faculty/students and all stakeholders.
• Must maintain confidentiality.
• Accountable for the smooth running of the office, with all administrative responsibilities and tasks
• Effectively resolves daily matters independently.
• Knowledge of University programs and operations including Administrative and Academic affairs is preferred.

Job Responsibilities

• Ensures appropriate protocol is implemented for the Management Office when dealing with senior management and other official bodies.
• Assist in managing calendars, scheduling appointments, and coordinating meetings, ensuring optimal time management and prioritization.
• Prepare and distribute correspondence, memos, reports, and presentations as requested.
• Maintain and organize physical and digital files, records, and documents, ensuring accuracy, confidentiality, and easy retrieval.
• Maintains an up-to-date and accurate filing system of all documents received through the Division Head Office
• Maintains and confirms the Division Head’s diary in cooperation with other Offices / Departments / Colleges
• Manage incoming and outgoing communications, including answering and screening phone calls, taking messages, and responding to emails in a professional and timely manner.
  Greet and assist visitors, ensuring a positive and welcoming experience.
• Coordinate travel arrangements, including flight bookings, hotel reservations, and transportation logistics for team members as needed.
• Assist with preparing and reviewing expense reports, ensuring accuracy and adherence to company policies.
• Support the management team in preparing for meetings, including compiling relevant materials, conducting research, and creating presentations.
• Monitor and manage office supplies inventory, placing orders when necessary and ensuring adequate stock levels.
• Collaborate with other team members to coordinate and execute company events, meetings, and special projects.
• Manages simultaneous projects ensuring timely and effective delivery.
• Uphold strict confidentiality in handling sensitive information and documents.