coptic orphans jobs

Administrative Assistant

Purpose of the Job

To support the department's day-to-day operations. This position is responsible for handling various administrative tasks, coordinating meetings, and training events, managing schedules, and ensuring efficient communication within the team.

Essential Functions and Responsibilities

Coordination

• Assist in planning and organizing meetings, training sessions, workshops, and seminars.
• Coordinate logistics for meetings or training events, including booking venues, catering, and preparing materials and supplies.
• Track and record attendance, enrollment, and feedback for meetings and training programs.
• Facilitate communication between trainers, participants, and other stakeholders.

Administrative Support

• Provide administrative support to the manager and other team members.
• Maintain and update schedules, calendars, and databases.
• Handle incoming calls, emails, and correspondence related to training inquiries.

Data Management:

• Take meeting minutes and assist in generating reports on training metrics and outcomes.
• Keep a record of all materials on SharePoint, including manuals, presentations, photos, videos, participant information, training schedules, and evaluation results.

Budget and Inventory:

• Record and track expenses to ensure that expenses are within the approved limits.
• Order and maintain inventory of supplies, materials, and equipment.
• Perform other duties as assigned by the manager.

Required Education, Experience, Knowledge and Skills

• Bachelor's degree in Business Administration or related field.
• 1 to 3 years' of related professional experience.
• Proficient in both written and spoken English.
• Proficiency in using Microsoft Office tools (Word, Excel, and PowerPoint).
• Strong interpersonal skills, with the ability to work with staff at all levels within the organization and external partners or vendors, all while maintaining a spirit of service.
• Ability to manage one's own time effectively; complete individual tasks on time.
• Proven high level of accuracy, attention to detail, and problem-solving skills.
• Demonstrated ability to work independently with minimal direction, while also being a team player.

Travel and Working requirements

• Typical office environment such as walking, sitting, typing, using office equipment, and occasional lifting of boxes or luggage during travel
• Travel throughout Egypt may reach as much as 30% of the time.
• Working out of the official hours and on weekends may be required.