Admin Assistant

Job description / Role

Job Description

- Schedule appointments and update events' calendars
- Arrange staff meetings, answer telephones and take messages or transfer calls.
- Take accurate minutes of meetings.
- Handle incoming and outgoing mails and faxes.
- Prepare memos, invoices, or other reports.
- Edit documents as required.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a filing system and databases, whether electronic or paper.
- Manage the stationery supply for the company, negotiate with vendors for supplies, and manage stockrooms. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Perform a variety of administrative duties that are necessary to run an organization efficiently.
- Create spreadsheets; manage databases; and prepare presentations, reports, and documents.
- Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations for the employees.
- Support the onboarding process for new hires, including documentation and orientation sessions
- Coordinate payroll-related activities, such as collecting timesheets or assisting with employee queries.
- Work with the HR department in arranging employee events.
- Work with the marketing department in arranging company events.
- Liaison with the Giza Systems Marketing division or the required marketing materials.
- Manage the social media pages of the company and coordinate replies with the concerned departments.
- Perform other tasks as required.

- Bachelor's degree in Business Administration or a Related Field.

Personal Skills
- Knowledge of office management systems and procedures .
- Excellent time management skills and ability to multi-task and prioritize work .
- Strong organizational and planning skills .
- Excellent communication and interpersonal skills.
- Excellent analytical & problem-solving skills.
- Excellent command of verbal and written English.

Technical Skills
- Prior administrative experience.
- Excellent computer skills, especially typing.
- Basic IT troubleshooting (printer setup, software updates)
- Knowledge of office hardware (copiers, scanners, fax machines).

About the Company

Giza Systems, a leading systems integrator in the MEA region, designs and deploys industry-specific technology solutions for asset-intensive industries such as the telecoms, utilities, oil and gas, hospitality and real estate among other market sectors. We help our clients streamline their operations and businesses through our portfolio of solutions, managed services, and consultancy practice. Our team of 1000 professionals are spread throughout the region with anchor offices in Cairo, Riyadh, Dubai, Doha, Nairobi, Dar-es-Salaam, Abuja, Kampala and New Jersey, allowing us to service an ever-increasing client base in over 40 countries.