Job purpose: Establish a partnership with each member of the Sales Team to maximize selling time, ensure accurate orders, achieve high levels of customer satisfaction and ultimately be a strong contributor to the achievement of department and company sales volume goals.
To oversee and manage the daily administrative activities of the office, manage office resources, provide support to the AAC Sales & Marketing Senior Managers. Ensure a well-organized and efficient work environment, while focusing on optimizing efficiency and effectiveness in executing tasks assigned by senior management to contribute to the organization's overall success.
Job responsibilities
Administration Role:
- Provide administrative assistance to AAC Sales & Marketing Senior Managers (Sr. Director, Directors, and GMs)
- Assist other Senior Executives (CEO and COO) as needed
- Draft, prepare, and proofread memos, business letters, and other official correspondence
- Manage calendars, schedule, and organize meetings for Senior Managers
- Organize travel arrangements, including visa applications and accommodations
- Handle phone calls and messages promptly, addressing inquiries and concerns in a professional manner
- Provide backup support for the administrative staff (Executive Assistant, Sales Administrator, Business Analyst) during their absence
- Maintain confidential files and documents
- Act as the primary point of contact for internal and external stakeholders
- Coordinate and organize office events, meetings, and celebratory gatherings.
- Address employee inquiries regarding HR policies, IT issues, and office management
- Monitor the condition of the mezzanine office space and promptly coordinate necessary repairs and maintenance.
- Manage inventory of office supplies, furniture, and appliances, placing orders when necessary
- Liaise with the IT department regarding office equipment requirements
- Develop and maintain strong relationships with vendors to ensure cost-effective procurement and timely deliveries.
- Liaise with the Group Legal Department for contracts validation and stamping.
- Oversee Office Assistants and Cleaners within the office, addressing issues and concerns with the line manager or supervisor.
- Assist in onboarding new employees by setting up workstations, IT setups, and necessary supplies
- Organize induction schedules for new employees as required.
Marketing Role:
- Provide administrative support to the Marketing team to ensure smooth operations.
- Manage PRs, LPOs, and invoices, maintaining a meticulous tracking records.
- Follow up with vendors to ensure the timely resolution of pending invoices.
- Coordinate with the Finance department regarding vendors’ outstanding payments and request necessary action when required.
- Liaise with the Group Legal Department for sponsorship agreements, contracts validation, and stamping
- Manage documents for signatures and upload them to PandaDoc for approval
- Maintain an organized and secure filing system for Marketing Sponsorship contracts, agreements ensuring easy access when needed.
Learning & Development Role:
- Continuously update and enhance knowledge & skills
- Identify areas for growth and enroll in relevant training programs
Process Compliance Role:
- Ensure adherence to Internal Standard Operating Procedures (SOPs) and Delegation of Authority (DOA) policies.
Educational Qualification
- Bachelor’s degree or equivalent preferred.
Work Experience
- A minimum of 3-5 years of experience in Office Administration / Administrative Executive.
Competencies
- Professional telephone etiquette
- Excellent communication skills
- Strong time management skills with the ability to multitask and prioritize work effectively
- Flexibility and proficiency in working with minimal supervision
- Trustworthiness and ability to handle sensitive and confidential information
- Meticulous attention to detail and a strong commitment to accuracy
- Capability to work effectively under pressure and meet tight deadlines
Languages
- Fluency in English language, Arabic is an advantage.
