Office Assistant

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.