We are looking for a proactive and organized Part-Time Administrative Officer to support daily office operations and provide executive support. The role includes managing office administration tasks, coordinating meetings and events, handling vendor and contract communications, supporting travel and business arrangements for executives, and ensuring smooth coordination with internal departments such as Finance, HR, IT, Legal, and Government Relations.
The ideal candidate should have previous experience in administration or executive secretarial support, strong organizational and communication skills, and the ability to manage multiple tasks efficiently in a fast-paced environment.
Responsibilities:
Office Management:
- Manage office supplies inventory and maintenance needs.
- Track expenses and send the report to the Finance team.
- Coordinate with IT for virtual office support as required.
- Initiate and manage new courier contracts and services.
- Oversee incoming and outgoing shipments, including returns.
- Consult with building management regarding rental payments and any office/building-related issues.
- Communicate with the Legal Department to obtain necessary signatures on contracts and internal approvals.
- Ensure all third-party agreements and vendor contracts are reviewed and validated by Legal prior to execution.
Support Executives:
- Prepare presentations, meeting agendas, and other materials for board meetings.
- Arrange hotel accommodation and assist in booking air travel for executives & Visitors
- Coordinate with Government Relations (GR) for issuing visas for executives and their spouses
- Submit business trips and leave requests on behalf of executives using SAP or through SAP Support email communication.
- HR Operations.
EVENT & MEETING COORDINATION:
- Manage vendor creation and onboarding for event-related services.
- Issues permits and secure approvals for external meetings and offsite events.
- Serve as the point of contact for all meetings and event-related vendors and stakeholders.
- Organize and coordinate internal and external board meetings, including venue booking, logistics, catering, and equipment setup.
Qualifications& Skills:
- Diploma or bachelor's degree in business administration, Management, or any related field.
- Previous experience in Administration, Office Management, or Executive Secretarial support.
- Strong knowledge of Microsoft Office applications, especially Excel
- Professional communication and interpersonal skills.
- Experience with SAP or similar systems is a plus.
- Ability to coordinate with multiple departments and external vendors professionally.
- Fluent in both Arabic and English (written and verbal).
