Jobs

Administrative Associate

Vacancy for: Administrative Associate

Ref Code:

Job Overview:

The Administrative Associate is responsible for providing a range of support services to ensure efficient office operations. This role involves offering front-line services, managing inquiries, coordinating appointments and meetings, and assisting with special events. Strong time management and organizational skills are essential to ensure smooth daily operations.

Responsibilities and Duties:

1. Provide administrative support, including scheduling meetings, organizing materials, and ensuring office supplies are available.
2. Manage the calendar, arrange meeting requests, and make appropriate referrals to other departments as needed.
3. Prepare, format, and edit documents, proposals, and reports. Proficiency in Microsoft Word and Excel is required.
4. Provide necessary materials and information as needed on a daily basis.
5. Receive and classify requests for review, ensuring proper follow-up and action.
6. Coordinate travel arrangements and transportation as needed.
7. Offer excellent front-line services, including handling phone calls and inquiries from staff, clients, or the public, and directing them to the appropriate individuals.
8. Schedule and organize events, collaborating with other departments as necessary.
9. Manage hospitality tasks, including sending greetings, invitations, or condolences when required.
10. Oversee the management of conference rooms, ensuring proper setup and coordination for meetings.

Qualifications:

• Proficiency in German is a must.
• Proven administrative or assistant experience.
• Knowledge of office management systems and procedures.
• Excellent time management skills with the ability to prioritize tasks and manage multiple responsibilities.
• Detail-oriented with strong problem-solving abilities.
• Exceptional written and verbal communication skills in English and Arabic.
• German language proficiency is an asset.
• Strong organizational and planning abilities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• 3 – 5 years of experience in a related field or role.
• A University/College degree is required.
• Strong communication skills, capable of interacting effectively with various teams and stakeholders.
• Ability to maintain accuracy and quality in all tasks.