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Administrative Assistant

Posted by: Smart Minds for Tomorrow Program

Posted date: 2011-Sep-03

Location: Cairo, Giza

Administrative Assistant Job Description

And Job Responsibilities Action Plan

Administrative Assistant is the critical communication channel between the direct manager and the organization. It is expected to be highly qualified in both computer skills and English language adding to an effective interpersonal skills.

As well as she is like an Operator who is expected to answer a number of calls everyday on behalf of the training manager and replying customers' inquiries.

Adding to Greeting customers, answering questions, announcing calls or back to the customer with the exact information after making sure from the training manager. The key to the role is in always providing the customer with sufficient information about the training course he/she is interested in.

Coordinating the Logistics of any related issues Training process; such as office rental fees, invoices of phones

purchases orders, buffet needs, office workstations needs like printers, cartridges, data shows, stationary, and any kind of work place services.(WPS)

 

Main Job Areas:

  • Administration
  • Customer Relations
  • Marketing Communication
  • Logistics
  • Job Duties:

    Administration and Customer Relations

  • Type and word-process various documents and sheets and electronic information.
  • Create financial and statistical tools and reports using spreadsheets.
  • Manage, organize, and update relevant data using database applications.
  • Communicate and provide information by relevant methods internally and externally to assist and enable organizational operations and effective service to connecting groups.
  • Analyze and interpret financial statistics and other data and produce relevant reports.
  • Interpret instructions and issues arising, and then implement actions according to administrative policies and procedures.
  • Research and investigate information to enable strategic decision-making by the training manager.
  • Arrange and participate in meetings, conferences, and project team activities.
  • Approve decisions, requests, expenses and recommendations on behalf of her direct manager in their absence, according to agreed guidelines and policies.
  • Adhere to stated policies and procedures relating to health and safety, and quality management.
  • Log information on calls received, where required and maintain detailed and accurate records.
  • File data and perform other routine clerical tasks as assigned and for other departments as needed.
  • Keen on getting feedback from trainees and co-workers using the convenient feedback forms.
  • Communicate and liaise verbally and in writing between customers/suppliers/visitors/enquirers and relevant staff, and interpret and respond clearly and effectively to spoken requests over the phone or in person.
  • Establish and maintain effective working relationships with co-workers, supervisors and represent the training manager through her professional attitude and tactful friendly manners.
  • Represent on daily basis the training manager by a consistent and professional attendance, punctuality, personal appearance, and commit to relevant administration & safety procedures.
  • Pursue personal development of skills and knowledge necessary for the effective performance of the role.
  •  

    Marketing Communication:

     

  • Representing the Training Manager in terms of any related correspondences & communications with the internal organization or governmental organizations to implement the business needs.
  • Maintain positive attitude is to spread the Training Manager's name and image among the networks of training and development field.
  • Responsible of new agreements with the educational universities and academies as well as training centers. Reaching the best deal and rate offered. After making all available negotiations, this agreement should be communicated to the training manager & if it is good enough,  the agreement should be signed & filled.
  • Reservation for accommodation or complementary invitations for dinners/lunches even offsite meetings.
  • Making new deals with suitable venues for meetings and business dinners/lunches.
  • Negotiate the offers that are presented from the suppliers like printing, stationary, IT services, office furniture. Again, these negotiated offers should be communicated to the training manager & if it is good enough, It should be signed & filling the signed agreement.
  • Creating marketing channel on cyberspace –Facebook Group-
  • Supervising on designing the website of the Management and HR Development Programs.
  •  

    Logistics:

                                                   

  • Controls the expenses of training process and makes a tracking report sheet on weekly basis.
  • Responsible for meetings arrangement upon request from the training manager including negotiating, announcements, being the point of connection between the training manager and the organization.
  • Preparing for venues setup and offsite meetings including equipments needed, stationary, trainees' handout materials and coffee breaks, meeting lunch either inside or outside the organization.
  • Travel arrangement including letters, travel request, asking / giving invitation letters, hotel
  •  

     

    Job Title Administrative Assistant
    Post Details
    Posted By Smart Minds for Tomorrow Program
    Job Function
    Start Date 1st October,2011
    Salary
    City / Town
    Location Cairo, Giza
    Deadline
    Category
    Location Location -> Egypt
    Job Type
    Classification Job Classification -> Administration Assistant