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Job Summary

To plan, develop, coordinate, and direct the activities related to several functional areas of administrative services. 

Job Responsibilities 1

Supervises day-to-day operations of the Department and staff members and supports with daily clerical tasks. 

Answers phone calls, provides information to callers, or redirects phone calls. 

Handles queries from the team. 

Develops, reviews, and improves administrative systems, policies, and procedures.  

Ensures the office is stocked with necessary supplies and all equipment is working and properly maintained.  

Orders office stationery and supplies. 

Plans, schedules, and promotes office events, including meetings, conferences, interviews, orientations, and training sessions.  

Collects, organizes, and stores information using computers and filing systems.  

Oversees special projects and tracks progress towards the department goals.

Builds new and expanding existing skills by engaging in educational opportunities.  

Provides administrative support to the Executive Staff, business leaders and other senior members.  

Assists with the preparation of meetings and teleconferences as well as facilitates the recording, transcription and distribution of minutes and action items. 

Job Responsibilities 2

Ensures timely and accurate content review and dissemination for leadership, including weekly leadership reports, monthly leadership updates and other business requirements.  

Coordinates the Leadership Orientation process. 

Supports the Executive Team and Leadership with preparation for annual leadership meetings (including but not limited to, supporter meetings, the membership business meeting, strategic planning meetings, etc.)  

Prepares and edits correspondence, communications, presentations, and other documents.  

Provides oversight on new staff orientation, including trainings and resource materials.  

With the leaders, manages the invoicing and payment processing for the general Department activities and provides staff guidance for income/expense coding processes.  

Supports in the audit process including collection of materials and working with appropriate leadership committees for review.  

Assists with calendaring and travel arrangements.  

Ensures the accuracy and appropriate maintenance of the policy manual, procedure manual and self-audit in accordance with leadership approvals and changing needs.

Skills

Job Knowledge & Skills

Knowledge of office management systems and procedures. 

Knowledge of Information gathering and monitoring. 

Excellent working knowledge of English (oral and written)  

High proficiency in Computer Office Applications & Programs (MS Excel, Word etc.). 

Excellent time management skills and ability to multi-task and prioritize work. 

Excellent problem-solving and communication skills. 

Strong organizational and planning skills. 

Attention to detail. 

Strong organizational and planning skills.

Job Experience

Minimum 7 years of experience  (required)

Minimum 2 year in GCC (preferred)

Competencies

Collaboration

Accountability

Resilience

Quality

Leadership

Clerical Documentation Tools L2

Calendar Maintenance L2

Document & Record Control L2

Travel Arrangements L2

Administrative Document Design L2

Education

Bachelor's Degree in Business Administration or any related field