Admin Assistant
ORYX, Kuwait
Job Description
Job Title: Admin Assistant
Job Code: Admin Assistant
Job Description:
Assisting the Managing Partner and Senior Executives and providing administrative support to the organization.
Core Responsibilities:
This position includes but does not limit to the following:
Assist with day-to-day operations of company-wide Admin functions.
Manage, prioritize, screen and monitor the Managing Director's correspondence including calls, emails, post and fax to ensure that they are dealt with appropriately.
Setup and coordinate meetings and appointments and manage schedules to enhance effective time management.
Create, transcribe, and distribute meeting agendas and minutes.
Responsible for managing the day-to-day operations of the admin department for the company and all its sister concerns
Liaison with and supervision over the work of the PRO relating to transfer and renewal of company licenses and vehicles registration and family members documents.
Coordinate with the legal Department to ensure that all visa and residency-related formalities for employees are completed on time.
Responsible for compiling jot forms for management signature, under the supervision of the Office Manager.
Maintains an up-to-date database of company licenses (and staff residencies, if required).
Coordinate and report on business trips
Supervise managing company documents and archives through the Admin Assistant and Office Assistant.
Report on project management software (Asana) on all activities to top management and follow up on overdue tasks with all functional heads and staff
Obtain Management approval on agreement / Transactions / Payments, etc as deemed necessary
Serve as an aide to the family and liaising with the office
Conducts research and analysis tasks are required.
Assist in the centralized filing and archiving of documents.
Monitors the performance and progress of Office and home Drivers and reports the same to the Office Manager.
Occasionally handles confidential and non-routine information.
Any other task as required by the management.
Travel Management:
Maintain travel related arrangements amp; schedules
Responsible for airplane reservations, tour arrangements, hotel reservations, car rentals, and special excursions for the family
Process visa application
Coordinate and report on business trips
Must have basic knowledge about Europe amp; US travel bookings and arrangements
Must have good communications and sales skills.
Computer skills are a must to navigate through modern reservation systems
Education and Experience:
Bachelor’s Degree. Certification in a relevant field is a plus
Prior working knowledge/experience in administration work
Experience with document management systems
Knowledge of Kuwait law practices
Knowledge of applicable document development processes
Communication Proficiency
Willingness to learn
Key Job Skills and Competencies:
Planning and organizational skills
Able to adapt to changing priorities and demands
Deadline-driven
Willingness to learn
Strong verbal and written communication skills (English and Arabic)
Sound judgment and decision-making skills
Able to effectively handle sensitive and confidential information
Information collection and management
Ability to work effectively as part of a team
Able to work well under pressure
Language Skills:
Excellent oral and written communication skills in English.
Job Type:
Full-time
How to Apply:
Please use the link (https://airtable.com/shrpcve1rbuEzeQFG) to complete the job form.
Also, select the above-mentioned job position and job reference code while completing the form.
Note:We thank all applicants for their interest, however only those candidates selected for interviews will be contacted.