Description de l'annonce:

The Administrative & Office Assistant provides essential support to the office by handling various administrative and clerical tasks. This role is crucial for ensuring the efficient operation of the office and providing excellent service to staff and clients.

Key Responsibilities:

1. Administrative Support:

• Correspondence Management:

• Answer incoming calls.
• Make professional calls for employees upon request.
• Determine the purpose of the calls.
• Direct and transfer calls to the appropriate departments.
• Clearly take messages and relay them promptly.
• Collect and disseminate any documentary source made available to the public.
• Receive, record and classify in boxes by department, letters, packages and dispatches received and inform those concerned so that they can pick them up.
• For letters and packages bearing the mention of KANUF and without precise identification of the recipient, receive, open, identify the recipient, record and distribute to the recipient.
• Welcoming, informing, guiding, and accommodating visitors (candidates, contractors, clients, employees, etc.):

• Control access to the company, verify the identity of visitors, and issue passes or badges.
• Update and maintain the reception register: record the entry and exit of visitors.
• Guide visitors within the premises and direct them to the relevant departments.
• Accompany VIP visitors during their visits.

• Scheduling:
  • Organize and manage calendars for appointments, meetings, and events.
  • Coordinate travel arrangements including flights, accommodations, and itineraries.
• Documentation:
  • Prepare and edit presentations, spreadsheets, and other documents.
  • Ensure all documents are correctly formatted and free of errors.

2. Office Management:

• Supplies and Inventory:
  • Monitor and maintain office supplies inventory.
  • Order new supplies as needed and ensure timely delivery.
• Facility Maintenance:
  • Coordinate the maintenance and repair of office equipment.
  • Ensure the office environment is clean, organized, and well-maintained.

3. Record Keeping:

• File Management:
  • Maintain electronic and physical filing systems.
  • Ensure data accuracy and confidentiality in all records.
• Database Management:
  • Update and manage office databases.
  • Generate reports and retrieve information as needed.

4. Support Functions:

• Event Coordination:
  • Assist in organizing company events, meetings, and conferences.
  • Manage logistics, including booking venues and arranging catering.
• General Assistance:
  • Provide administrative support to various departments as needed.
  • Perform other duties as assigned by the supervisor.

Qualifications:

• High school diploma or equivalent; associate degree preferred in management.
• Proven experience of 2 years as an administrative assistant or in a similar role.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Advanced level in Arabic, French and English
• Ability to handle confidential information with discretion.
• Strong interpersonal skills and the ability to work well in a team environment.
• Attention to detail and problem-solving skills.
• Ability to multitask and prioritize tasks effectively.
• English is a must have