Administrative Assistant

Dubizzle Mena

Key Responsibilities:

• Maintain the reception area to ensure it is clean and tidy and kept up to a professional standard.
• Answer and distribute calls/messages in a timely and professional manner.
• Meet & greet external visitors in a professional and polite manner.
• Distribute office post & courier deliveries.
• Schedule courier collections and deliveries.
• Report on any maintenance issues to the concerned department.
• Serve as the first point of contact for visitors, clients, and employees at the front office, ensuring a welcoming and professional experience and keeping the clients tracking system updated.
• Coordinate the scheduling of meeting rooms, conference calls, and other front office resources efficiently.
• Assist in the onboarding process for new employees, including providing access badges, orientation materials, and office tours.

Administration:

• Responsible for office sundry replenishment, including stationery, refreshments, and other items.
• Ensuring the office pantry is always stocked by placing orders, tracking the inventory and issuing periodical reports.
• Manage and implement the internal event calendar, from small initiatives to engagement activities.
• Efficiently manage and execute all domestic and international travel bookings, including flights, accommodation, ground transportation, and visa processing, ensuring adherence to the company's travel policy.
• Update the Caf monitor and all display monitors with useful information.
• Manage meeting room booking system, including upkeep of meeting rooms.
• Responsible for administration duties as and when requested by various departments.
• Check-in attendees for Bayut Academy or any other external or internal trainings.

Employee Experience Support:

• Collaborate with HR and management to develop and implement employee engagement initiatives, programs, and events.
• Organize and execute workplace events, including team-building activities, wellness programs, and celebrations, with a focus on fostering a positive and inclusive atmosphere.
• Gather employee feedback to identify opportunities for improvement in the workplace experience.
• Act as a liaison between employees and management to address concerns, facilitate open communication, and resolve workplace-related issues.
• Provide cover and take over other ad hoc responsibilities in the absence of team members and when requested by the Line Manager.