Administrative Assistant

Job Description

The administrative assistant’s duties and responsibilities include providing administrative support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. KEY ACTIVITIES INCLUDE: Administrative Tasks:

• Organize and schedule appointments and meetings.
• Maintain contact lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Order office supplies
• Submit and reconcile expense reports.
• Provide information by answering questions and requests.
• Take dictation.
• Research and create presentations.
• Generate reports.
• Handle multiple projects.
• Prepare and monitor invoices.
• Contribute to team effort by accomplishing related results as needed.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize travel arrangements for employees and visitors.
• Write letters and emails on behalf of other office staff.
• Book/Arrange conference calls, rooms, taxis, couriers, hotels, Restaurants, etc.
• Planning various business events with attention to financial and time constraints.
• Handle sensitive information in a confidential manner.
• Take accurate minutes of meetings.
• Coordinate office procedures.
• Reply to email, telephone, or face-to-face inquiries.
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems.
• Answer telephone calls and pass them on
• Manage staff appointments.
• Coordinate repairs to office equipment.
• Greeting and assisting visitors to the office.
• Photocopy and print out documents on behalf of other colleagues.
• Provide polite and professional communication.
• Implement clerical duties and administrative processes.
• Conduct data entry.

HR Supporting Tasks

• Be actively involved in recruitment by preparing job descriptions, posting ads, and managing the hiring process.
• Ensuring candidates have the right to work at the organization.
• Assist in Negotiating salaries, contracts, and working conditions.
• Assist in performance management processes.
• Developing and implementing policies on issues such as working conditions, performance management, equal opportunities, disciplinary procedures, and absence management.
• Reviewing/Developing procedures for employee safety, welfare, wellness, and health.
• Maintain employee records (attendance, EEO data etc.) according to policy and legal requirements.
• Review employment and working conditions to ensure legal compliance.
• Advising line managers and other employees on employment law and the employer's own employment policies and procedures.
• Ensure that all documents of the employee file comply with the documents needed as set by the Labor Law and Social Insurance.
• Build databases to include every detail.
• Maintain proper communication with all governmental associations (social insurance offices, labor office, & medical insurance authority) and ensure compliance with governmental and Egyptian labor law standards.
• Make sure that all government employees’ records are up to date.
• Issuing any necessary documents and letters required from official authorities (Labor and Social Insurance Offices).
• Finalize all governmental-related forms (Form 1, Form 2, and Form 6) and work permits.
• Review monthly attendance and leaves report including overtime, working days, deductions, sick leaves, and official vacations that will reflect on employees’ salary and manage vacations yearly settlements.

Bookkeeping:

• Performing basic office tasks, such as filing, data entry, answering phones, processing the mail, etc.
• Handling communications with clients and vendors via phone, email, and in person.
• Send out invoices and settle accounts with vendors.
• Keep track of spending.
• Create regular spending reports.
• Maintain files of bills and invoices.
• Processing transactions, issuing checks, and updating ledgers, budgets, etc.
• Preparing financial reports.
• Assisting with audits, fact checks, and resolving discrepancies.

Job Requirements

• At least a bachelor’s degree in Human Resources, Business Administration/Accounting or law.
• At least (2+) years HR/Accounting/Administration Assistance experience.
• Experience in Industrial, Engineering services or contracting companies is preferred.
• Ability to speak, write, and communicate effectively in English.
• Strong phone, email, and in-person communication skills.
• Ready to take initiative with teamwork.
• Ready to travel outside the office.
• Information seeking with analytical thinking.
• Advanced knowledge of Microsoft Office #EXCEL, #WORD, #POWERPOINT.
• A good understanding of Egyptian labor laws and social insurance regulations is PLUS.
• Outstanding organizational and time-management abilities.
• Excellent communication and interpersonal skills.
• Problem-solving and decision-making aptitude.
• Strong ethics and reliability.