Administrative Assistant

Role Purpose

To provide comprehensive administrative and secretarial support by coordinating office operations, maintaining records, preparing correspondence, scheduling meetings, and facilitating effective communication to ensure the efficient day-to-day functioning of the department.

Responsibilities

Key Responsibilities

• Provide administrative and secretarial support and ensure the smooth day-to-day operation of the office.

• Prepare, draft, and maintain correspondence, reports, presentations, meeting minutes, and any other assigned tasks.

• Coordinate and schedule meetings, appointments, and executive activities, ensuring appropriate arrangements and follow-up actions.

• Maintain and organize records, files, and confidential documentation in accordance with the institute policies.

• Receive, screen, and direct incoming calls, emails, visitors, and correspondence in a professional and timely manner.

• Coordinate communications with internal departments, executive leadership, government entities, and external stakeholders as required.

• Monitor office supplies and coordinate procurement requests to ensure adequate inventory levels.

• Assist in preparing reports, presentations, and administrative documentation for executive meetings.

• Coordinate travel arrangements, accommodation, and logistics when required.

• Support organizational projects, meetings, workshops, committees, and official events through administrative coordination and documentation.

• Ensure compliance with Institute policies, administrative procedures, and document control requirements.

• Maintain confidentiality of information, records, and official communications.

• Perform other related duties as assigned by line manager.

Required Skills and Expertise:

Core Skills:

• Excellent communication and interpersonal skills.
• Planning and organizational skills.
• Time management and ability to prioritize workload.
• Attention to detail and accuracy.
• Teamwork and collaboration.
• Problem-solving and initiative.

Technical / Role-Specific Skills:

• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong document preparation, formatting, and records management skills.
• Experience with electronic document management systems and office administration.
• Ability to prepare reports, presentations, and meeting minutes.
• Excellent written and verbal communication skills in English; Arabic is preferred.

Other Comments:

Minimum Qualifications (Education and Experience)

• Bachelor’s degree in business administration, Office Administration, Management, or related discipline.
• Minimum of 3-5 years of administrative experience in a corporate, healthcare, research, or similar professional environment.

Working Conditions / Physical Requirements

Office environment requiring prolonged use of computers, frequent communication with executive leadership, internal and external stakeholders, and occasional support during meetings, official events