Office Assistant

EgyBell is hiring Office Assistant for a multinational financial organization.

Key Responsibilities

Office Management, Meetings, Events & Visitor Support

• Front Desk Management – Oversee the management of the office reception to ensure a professional image of the organisation is portrayed. Maintain an organised, professional and welcoming office environment.
• Guest Management – Implement and maintain a guest management system to ensure visitors, clients, service providers and incoming delegations are appropriately received, attended to and directed in a professional manner.
• Meeting Room Management – Ensure meeting rooms are available, properly prepared and professionally set up for internal meetings, executive meetings, client meetings and other business engagements.
• Identification and Access Documents – Coordinate the requisitioning and administration of identification documents, office access cards, security badges and other access-related documents required by the Chairman/Business Owner, staff and official visitors.Administrative Support Services
• Contacts Database Management – Build, consolidate and regularly maintain a highly precise contacts database.
• Finance Administration – Support basic office financial administration, including maintaining petty cash records, tracking office expenses, compiling receipts and supporting documents, preparing simple expense summaries, following up on payments or reimbursements, supporting basic reconciliations, and liaising with the EA/Office Manager on routine finance matters. Ensure petty cash and expense records are properly documented, approved and filed.
• Mail Management – Implement a professional and efficient mail, courier and correspondence management system, ensuring timely receipt, logging, dispatch, tracking and follow-up of documents and packages. Manage service provider relations and ensure important correspondence is brought to the attention of the Chairman or relevant staff.
• Reprographic Management – Oversee printing, scanning, photocopying and related office reprographic activities, including preparation of letterheads, business cards, envelopes, banners, presentations and other office or corporate materials as required.
• Communications – Assist in monitoring and updating the Chairman’s and the organisation’s social media pages under the guidance of the Director of Strategic Communication.
• Others – Perform other administrative, office management, business support and related tasks as requested by the Chairman/Business Owner or management.Executive Back-up Support
• Serve as the designated back-up to the Executive Assistant / Office Manager, providing executive administrative support to the Chairman and/or other senior leaders during periods of absence, high workload or other coverage needs.Qualifications and experience:Minimum Qualifications Bachelor’s degree in Business Administration, Management, Commerce or a related field.Minimum 5 Years & Nature of Experience Relevant experience in office administration, front desk/reception or administrative support, preferably within a corporate, financial services or international organisation.Experience supporting senior executives, coordinating meetings and visitors, managing correspondence and records, and handling petty cash or basic book-keeping will be an advantage. Proficiency in MS Office (Word, Excel, Outlook and PowerPoint).Behavioural Competencies:Organisation, Service Orientation and Discretion
• Highly organised, with the ability to handle day-to-day office operations, correspondence, meetings and records effectively
• Service-oriented, maintaining a professional and welcoming office environment
• Discreet professional in handling matters relating to the Chairman’s office and senior leadership Team Collaboration and Communication
• Comfortable working in an international, fast-paced environment
• Able to interact professionally with senior executives, clients, partners, employees and external stakeholders
• Able to work closely with the Executive Assistant / Office Manager and provide back-up support when required.