Administrative Assistant

Job Purpose

Coordinate and provide administrative support to the department, enabling efficient day-to-day operations. The role supports meeting documentation and record management, action tracking, scheduling, and logistical coordination to ensure timely follow-up, consistent documentation, and smooth internal communication in support of departmental priorities.

Job Responsibilities

1. Provide administrative coordination across the department, including scheduling, calendar management, meeting logistics, travel coordination (as required), and day-to-day office support for departmental leaders and team members.
2. Coordinate departmental forums by preparing agendas, meeting invitations, briefing packs, attendance lists, minutes, while maintaining an organized repository of meeting materials and records. Capture, document, and track key decisions, action items, and escalations from these forums; maintain action and escalation trackers, monitor due dates, follow up with action owners, and escalate overdue items to the relevant forum or authority.
3. Support preparation of presentations, templates, and standardized documents by formatting, consolidating inputs, and ensuring version control, consistency, and timely distribution.
4. Maintain accurate records, correspondence, and filing systems (digital and physical where applicable) for departmental activities, ensuring confidentiality and appropriate access control.
5. Coordinate internal communications for departmental-led activities (e.g. meeting confirmations, reminders, distribution of outputs and updates) to support clarity, timeliness, and stakeholder responsiveness.
6. Provide administrative support for cross-functional workshops and planning sessions, including booking venues/virtual links, circulating materials, tracking attendance, and consolidating feedback notes.
7. Support procurement and vendor administration for department (as applicable) by coordinating documentation, tracking service requests, and maintaining records in line with internal processes.
8. Support continuous improvement of administrative ways of working within the department by implementing processes, protocols, tools and technology guides that improve consistency and efficiency.

Qualifications

• Bachelor's degree or equivalent experience
• Strong interpersonal, customer service and communication skills
• Ability to multitask
• Proficient in Microsoft Office suite
• Experience within the same field and relevant sector is preferred.
• Professional working proficiency in both spoken and written English and Arabic.