JOB SUMMARY:
An Administrative Officer coordinates, oversees and performs a wide range of support activities, secretarial services, and confidential assignments for the Office of the COO. S/he is required to be detail-oriented, accountable, and able to work independently with limited guidance from the direct manager. S/he should also be able to multi-task and prioritize different assignments and requirements based on urgency.

ESSENTIAL DUTIES & RESPONSIBILITIES:
Provides administrative support for the Office, such as screening and handling telephone and email communications.
Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas.
Takes minutes of meetings, and provides administrative support and follow-up on matters and actions arising from the meetings.
Drafts and prepares written documents, policies and procedures, reports and correspondences for the office; screens and evaluates incoming inquiries and complaints and makes sure they are handled on time.
Gathers, enters and updates data to maintain updated records and databases, as appropriate; establishes and maintains files and records for the Office.
Keeps the petty cash of the office, coordinates and oversees the day-to-day management of supplies and equipment for the Office.
Assists in the tasks related to committees that fall under the Office of the COO, in terms of follow-up on actions and progress reports.
Coordinates with different offices and colleges on different requests and inquiries.
Works closely with the EHS Officer and other internal and external stakeholders related to health and safety processes and standards.
Maintains proper and updated documentation and records related to risk management across different offices; including risk register, incident reporting and remedial actions.
Receives guests, schedules appointments, and provides all necessary administrative support activities related to the office.
Prepares reports and presentations as needed.
Performs miscellaneous job-related duties as assigned by the direct manager.

QUALIFICATIONS & EXPERIENCE:
A bachelor degree in Business Administration or any other relevant field.
A minimum of 3 years of experience related to the duties and responsibilities specified.
Experience working within the academic environment is a plus.

KNOWLEDGE & SKILLS:
Records maintenance skills.
Strong interpersonal and communication skills and the ability to work effectively with staff from diverse communities.
Ability to create, compose, and edit correspondence and other written materials in both languages.
Good skills in organizing resources and establishing priorities.
Ability to coordinate and organize meetings and special events.
Integrity and professionalism.
Knowledge of planning and scheduling techniques.
Familiarity with office organization and optimization techniques.
High level of multi-tasking and time management capability is preferable.
Excellent Arabic and English verbal and written communication skills.
Proficiency in MS Office applications.

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