Team Assistant
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Key skills for this role
About the Role
The employer is seeking a Team Assistant to provide comprehensive office support and administrative functions. The role involves managing correspondence, scheduling, data entry, and assisting with digital content creation.
Key Skills for This Role
Responsibilities
- Perform a wide range of office support and administrative functions
- Respond to routine correspondence and draft responses
- Monitor processes and schedules related to unit outputs
- Research, compile and organize information from various sources
- Generate standard statistical and other reports using databases
- Proofread documents and edit texts for accuracy and style
- Screen phone calls and visitors, respond to information requests
- Provide secretarial, administrative and logistics support to meetings
- Assist in maintaining websites and posting documents
- Assist in preparing presentation materials using technology
- Maintain calendars and communicate relevant information
- Perform data entry and extraction functions
Requirements
- Knowledge of general office and administrative support including administrative policies, processes and procedures
- Proficiency in word processing and standard office software
- Ability to perform analysis, modeling and interpretation of data
- Experience with graphic design and video editing software (e.g., Canva)
- Knowledge of Arabic language for content creation
Full Job Posting
Job Overview
- Performs a wide range of office support and administrative functions.
- Responds or drafts responses to routine correspondence and other communications.
- Uses standard word processing package to produce large, complex documents and reports.
Key Responsibilities
- Monitors processes and schedules related to unit outputs, products, tasks.
- Assists in verification of receipt and accuracy of requisite documents.
- Researches, compiles and organizes information from various sources for reports, work plans, studies, briefings, meetings/conferences.
- Generates a variety of standard statistical and other reports using various databases.
- Proofreads documents and edits texts for accuracy, grammar, punctuation and style.
- Screens phone calls and visitors; responds to moderately complex information requests.
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.
- Assists in maintenance of websites by scanning, converting and posting documents.
- Assists in preparation of presentation materials using appropriate technology/software.
- Maintains calendar/schedules; monitors changes and communicates relevant information.
- Performs data entry and extraction functions.
- Reviews, records, distributes and/or processes mail and other documents.
Additional Duties
- Updates and maintains large distribution lists; monitors, prepares and distributes materials.
- Handles arrangement for printing and translation as necessary; coordinates shipment arrangements.
- Performs general administrative tasks (e.g., leave and attendance recording, arrangements for meetings).
- Maintains files (both paper and electronic) and databases for work unit.
- Assists in providing software and hardware as well as office equipment support.
- Provides guidance to less experienced staff on general office processes and procedures.
- Assists with collection and analysis of data as well as preparation of data presentations.
- Supports in developing, publishing and monitoring content on digital platforms (social media and website).
- Assists with visualizations and updating information material using graphic design and video editing software.
- Assists in asset management including entering assets into inventory management system.
- Undertakes routine troubleshooting of server systems; escalates as necessary.
- Assists in responding to requests from office users and resolving problems.
Competencies
- Professionalism: Knowledge of general office and administrative support including policies, processes and procedures.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals.
- Technological Awareness: Keeps abreast of available technology; shows willingness to learn new technology.
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