الوصف الوظيفي

Responsibilities

• Archiving & Filing: Maintain and organize all physical and digital filing systems in a structured and easily retrievable manner.
• Invoicing & Payments: Issue invoices, track receivables, follow up on payments, and send timely reminders to clients.
• Communication Management: Attend to all calls, emails, and external communications on behalf of the office. Draft, format, and proofread correspondence and documents.
• Calendar & Scheduling: Manage the full calendar of C-Level executives, including appointments, internal and external meetings, and priority deadlines.
• Travel Coordination: Plan and coordinate detailed travel itineraries, liaising with travel agents and ensuring alignment between executives and team members.
• Office Operations: Ensure smooth day-to-day operations of the office, including supplies, logistics, vendor follow-ups, and maintenance requests.
• HR Coordination: Act as the liaison between the office and the HR department (coordination only – onboarding and HR management handled separately).
• Meeting Support: Organize agendas, prepare meeting materials, record minutes when required, and ensure follow-up on action items.
• Confidentiality: Safeguard sensitive information and ensure discretion in all matters.
• Process Improvement: Identify opportunities to optimize workflows and implement more efficient administrative systems.

Requirements

• Education: University degree, preferably in Business Administration (not mandatory but an advantage).
• Languages: Fluent in English and Arabic (reading, writing, and speaking).
• Technical Skills:
  • Proficient in Microsoft 365 (Word, Excel, PowerPoint, Outlook).
  • Proficient in Odoo ERP.
  • Comfortable with digital tools and open to learning new systems.
• Experience & Competencies:
  • Minimum of 3–5 years of experience in office administration or executive support.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • High level of professionalism, trustworthiness, and integrity.
  • Ability to prioritize, work under pressure, and meet deadlines.
• Personal Attributes:
  • Dedicated and committed to responsibilities.
  • Discreet and respectful of confidentiality.
  • Proactive, resourceful, and solutions-oriented.
  • Flexible and adaptable in handling shifting priorities.