Administrative Assistant

Role Purpose:

The Administrative Assistant will serve as a key point of contact for TSFE's front office and administrative operations, ensuring a professional, well-organized, and efficient office environment.

The role combines front-office management, administrative coordination, executive support, scheduling, correspondence, visitor management, and coordination with internal and external stakeholders, including governmental entities.

The successful candidate will represent TSFE in a professional and welcoming manner and will be expected to demonstrate excellent communication skills, fluency in English, strong business etiquette, discretion, attention to detail, and the ability to manage multiple priorities with a high degree of professionalism.

This position is particularly suited to a highly organized and presentable professional who is confident dealing with senior management, government representatives, external partners, visitors, and service providers.

KEY RESPONSIBILITIES:

1. Front Office & Reception Management

• Serve as the first point of contact and professional representative of TSFE for visitors, partners, and external stakeholders.
• Welcome and assist visitors in a professional, courteous, and efficient manner.
• Answer, screen, and direct incoming telephone calls and inquiries.
• Manage incoming and outgoing correspondence and communications.
• Maintain a professional, organized, and welcoming reception and front-office environment.
• Coordinate visitor access and meeting arrangements as required.
• Maintain up-to-date contact lists and relevant administrative records.

2. Administrative & Office Management

• Provide comprehensive administrative support to managers and employees.
• Coordinate the day-to-day administrative activities of the office.
• Prepare, format, distribute, and follow up on emails, letters, memos, forms, reports, and other official correspondence.
• Develop and maintain an effective electronic and physical filing and document management system.
• Maintain accurate administrative records and ensure documents are properly organized and accessible.
• Monitor office requirements and coordinate the procurement of office supplies and services.
• Research suppliers, products, and service providers and support the evaluation of available options.
• Coordinate with internal departments and external service providers to ensure smooth office operations.
• Support office-related procedures, policies, and administrative activities.

3. External Stakeholder Coordination

• Act as an administrative coordination point with governmental entities and external stakeholders, as assigned.
• Coordinate correspondence, appointments, meetings, documentation, and follow-ups with relevant governmental and external parties.
• Ensure timely communication and follow-up on administrative requests and requirements.
• Maintain organized records of communications, submissions, appointments, and follow-up actions.
• Handle sensitive and official information with professionalism, confidentiality, and discretion.
• Represent TSFE appropriately when communicating with external and governmental stakeholders.

4. Scheduling & Calendar Management

• Provide real-time scheduling and administrative support to management and relevant teams.
• Coordinate meetings, appointments, and conference calls.
• Manage calendars and ensure appropriate scheduling and follow-up.
• Identify and prevent scheduling conflicts.
• Prepare meeting logistics, including rooms, attendees, materials, and required arrangements.
• Coordinate meeting invitations and follow-up communications.

5. Travel & Logistics

• Coordinate domestic and international travel arrangements, including:
• Flight bookings
• Hotel reservations
• Ground transportation
• Meeting arrangements
• Restaurant reservations
• Prepare and organize travel itineraries and relevant documentation.
• Coordinate travel requirements with employees, managers, travel providers, and external parties.
• Ensure travel arrangements are completed accurately and in a timely manner.

6. Communication & Correspondence

• Draft, proofread, format, and distribute professional correspondence and administrative documents.
• Ensure communications are clear, accurate, professional, and appropriately presented.
• Maintain a high standard of written and verbal communication in English and Arabic, where applicable.
• Handle confidential and sensitive information appropriately.
• Follow up on outstanding communications and administrative actions to ensure timely completion.

7. General Support

• Provide administrative support for projects, meetings, events, and other organizational activities.
• Assist with office-related coordination and administrative matters as required.
• Support HR and management with administrative activities when needed.
• Maintain a high level of responsiveness and professionalism when dealing with internal and external stakeholders.
• Perform other administrative duties reasonably assigned in support of TSFE's operations.

CANDIDATE PROFILE:

• We are looking for a highly professional, polished, and proactive administrative professional who can confidently operate in a fast-paced environment and interact with senior stakeholders and governmental entities.
• The ideal candidate should be:
• Highly presentable and professional, with excellent business etiquette.
• Fluent in spoken and written English, with strong professional communication skills.
• Highly organized, detail-oriented, and structured in their approach to work.
• Confident and comfortable communicating with senior management, government representatives, and external stakeholders.
• Proactive, resourceful, and capable of working independently.
• Able to manage multiple priorities while maintaining a high level of accuracy.
• Discreet and trustworthy when handling confidential and sensitive information.
• Technologically proficient and comfortable working with multiple digital systems and platforms.
• Able to represent TSFE professionally in all interactions.

EDUCATION & EXPERIENCE:

• Bachelor's degree in business administration, Management, Communications, Public Administration, or a related field.
• 5+ years of relevant experience in administrative support, office administration, executive administration, office management, or a similar role.
• Previous experience dealing with government entities, public-sector organizations, or external institutional stakeholders is highly desirable.
• Previous experience in a professional corporate, investment, governmental, or multinational environment is an advantage.
• Proven experience managing multiple administrative responsibilities and priorities simultaneously.

KNOWLEDGE, SKILLS & COMPETENCIES:

• Communication & Professionalism
• Excellent English communication skills, both written and verbal.
• Excellent interpersonal and stakeholder-management skills.
• Professional presence, strong business etiquette, and a high level of personal presentation.
• Ability to communicate confidently and appropriately with senior executives and external stakeholders.
• Organization & Administration
• Strong knowledge of modern office administration and office management practices.
• Exceptional organizational skills and attention to detail.
• Excellent time-management and prioritization skills.
• Proven ability to meet deadlines and follow through on commitments.
• Strong follow-up and coordination skills.
• Technology & Digital Skills
• Advanced proficiency in Microsoft Office, particularly:
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Ability to prepare high-quality, professionally formatted documents, presentations, reports, and correspondence.
• Strong ability to manage electronic files, calendars, correspondence, databases, and digital records.
• Professional and presentable.
• Discreet and trustworthy.
• Calm and professional under pressure.
• Strong problem-solving and decision-making abilities.
• Team-oriented while capable of working independently.
• Strong sense of ownership and responsibility.