Administrative Assistant

dubizzle Egypt is the leading marketplaces for selling and buying online in the region. Our aim is to upgrade people’s lives by facilitating deals and identifying attractive opportunities for both individuals and businesses. Our goal is to strengthen local economies, empower small businesses, and help everyone in making smarter choices for themselves, the market, and the planet.

As part of dubizzle group, we are alongside some of the strongest classifieds brands in the market. With a collective strength of 8 brands, we have more than 160 million monthly users that trust in our dedication to providing them with the best platform for their needs.

As an administrative assistant, you will be the company's first point of contact, providing administrative and front office support, while also contributing to a positive and engaging workplace environment. You will manage the flow of people through the business and ensure all reception responsibilities are completed accurately and delivered with high quality and in a timely manner and assist in the execution of workplace experience and engagement initiatives.

Key Responsibilities:

Reception Management

• 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 Café 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.

Qualifications:

• Bachelor’s degree is required. Majoring in Business Administration/Management or any related field is a plus.

Experience:

• Proven working experience in a front office handling receptionist responsibility.
• 1-3 years of experience in front office management, engagement, CSR coordination, student activities, etc.

Knowledge:

• Proficient with Microsoft Office Suite. (Canva is a plus.)
• Fluent in English and Arabic, speaking and writing.

Skills:

• Solid communication skills, both written and verbal;
• Ability to be resourceful and proactive in dealing with issues that may arise;
• Ability to organise, multitask, prioritise and work under pressure;
• Exceptional interpersonal and communication skills. Strong organizational and multitasking abilities.

Traits:

• Professional attitude and appearance;
• Friendly and well-spoken;
• Customer service attitude;
• A can-do and flexible approach;
• Can perform under pressure and operate in a fast-paced environment;
• Strong collaborative skills;
• High energy with a passion for building internal relationships;
• Creativity and enthusiasm for fostering a positive workplace culture;
• A passion for social responsibility and community involvement.

• A fast paced, high performing team
• Comprehensive Health Insurance
• Life Insurance
• Rewards & Recognitions
• Learning & Development opportunities

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