7 Feb
2023
Full-Time Executive Assistant to Directors – Cairo
Job Description
The Senior Administrative Assistant performs all of the unit’s administrative duties in support of the Chair and the Program Directors. Among the responsibilities of this position are keeping track of the Collaborative finances, preparing teaching schedules for the various programs, putting together materials for the hiring and evaluation of faculty at all levels, part-time employees, and students, assisting with student recruitment and retention, handling logistics for events and programming, and ensuring that the main office is well-maintained for faculty.
Job Title : Executive Assistant to Directors
Location : Cairo, Cairo, Egypt
Salary : $ 24.58 per hour.
Company : Splashlight & Telmar
Job Type : Full-Time
Qualifications:
- Office supplies, postage meters, merchant card reconciliation, invoicing and receivables and database management are some of the responsibilities of the Admin Support Supervisor.
- Assists the Physical Plant Supervisor Specialist in supervising the staff coverage for the department and in re-directing the delegation of work orders duties depending on the coverage that is available within the department on a specific day.
- This role oversees and prepares the meeting schedules for the whole department, in addition to handling the department director’s calendar and coordinating travel arrangements.
- It’s rewarding and appreciated to be able to work in a fast-paced environment where you will be challenged and given clear instructions on how to do well in your role, as well as opportunities to move up in other areas.
- Monitors the completion rates and timeliness of work orders submitted to Engineering Staff, as well as following up with persons who want status on submitted work orders. Work order delays, completion challenges, or productivity concerns are sent to the Physical Plant Supervisor Specialist for further evaluation.
- Answer walk-in and phone enquiries regarding the department, programs, and events. Provide prompt and effective support to guests. Maintain department supplies and make sure appropriate supplies are on hand as required. Manage the department’s, programs’, and program faculty’s mail and mailboxes. Retain all office files in order to keep correct records. Make and handle any maintenance and service requests to keep the office running smoothly. Oversee work-study and student assistants to ensure that duties are completed competently and that the main office is covered.
- Help students and people who want to go to college find the right campus resources and faculty and staff advisors. Learn how each program is set up and what it needs in order to give basic student advice, like explaining checklists and program requirements. Handle the students’ paperwork for the majors and minors in the program.
- Keep tabs on your email and listserv accounts. Oversee the newsletters and formal communication materials for the program. Oversee bulletin boards for departments and programs, as well as other marketing activities on campus. Ensure that the department’s social media presence is in order. Responsible for the department and program web sites, ensuring that they are well-planned and current.
- Calendar management in a fast-paced workplace with numerous competing goals includes responding to all incoming scheduling requests, prioritizing the most important and sensitive items or meetings, interacting with all parties and making sure that meetings are set up for success to be successful
- Ensure correct processes are followed while processing student and part-time job documentation and professional service agreements. Submit disbursement requests and trip reimbursements on schedule. Track administrative unit budgets, restricted accounts, and award/scholarship monies. Submit purchase orders and invoices for payment.
Skills:
- A high school diploma is required for admission. Applicants with a bachelor’s degree, certification, or advanced training should apply. A minimum of eight to ten years of administrative support experience is necessary, with at least three years in an executive administrative support position, notably in the insurance industry.
- The manager of the department has major responsibility for maintaining and compiling correct records in the department’s office.
- To work with administrators, faculty, and staff from all over the university Pay close attention to even the smallest details, write and talk well, and be able to do more than one thing at a time.
- Administrative support experience, an associate’s degree from an authorized college, or similar training and experience are all acceptable educational backgrounds.
- In order to be considered for this position you must have at least three years of expertise with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint). It’s all about the specs. A familiarity with Microsoft Teams is a good thing.