Admin Assistant

5 days ago

Cairo, Cairo, Egypt Protiviti Middle East Member Firm Full time $40,000 - $60,000 per year

Key Responsibilities:

I. Reception and Client Relations

  • Front Desk Management:
    Serve as the primary point of contact, greeting and welcoming clients, guests, and candidates in a professional and friendly manner.
  • Communication Handling:
    Manage the main phone line and company inbox, screening and directing calls/emails to the appropriate consultant or department promptly.
  • Meeting Coordination:
    Schedule, prepare, and manage conference rooms for client meetings and internal sessions, ensuring all necessary technology and materials are ready.
  • Mail & Logistics:
    Receive, sort, and distribute daily mail, packages, and deliveries. Coordinate courier and shipping services as required.

II. Travel and Visa Logistics Management (Focused on Arrangement)

  • Airfare Reservation:
    Book and issue
    airplane tickets
    for domestic and international travel using the company's preferred booking platform or travel agency, ensuring the most cost-effective and efficient routes.
  • Complex Itinerary Arrangement:
    Coordinate comprehensive travel logistics for consulting teams and leadership, including flights, hotels, and ground transportation, creating detailed itineraries for each trip.
  • Visa Scheduling & Documentation:
    Facilitate the
    scheduling of visa appointments
    at embassies/consulates. Organize, prepare, and compile all necessary supporting documentation (e.g., invitation letters, application forms, passport copies) for business visa applications.
  • Compliance & Records:
    Ensure all reservations and visa documentation comply with internal travel policies and maintain an accurate, confidential log of consultant travel documents (e.g., passport and visa expiration dates).
  • Emergency Contact:
    Serve as a point of contact for consultants experiencing travel delays or issues, assisting with immediate rebooking or troubleshooting as needed.

III. Administrative and Operational Support

  • Calendar Management:
    Assist senior consultants and leadership with scheduling internal and external appointments and meetings.
  • Document Management:
    Assist with the preparation, formatting, proofreading, and binding of confidential client reports, proposals, and presentations.
  • Office Inventory:
    Maintain and manage office supplies, breakroom inventory, and stationery, placing orders and managing vendor relationships efficiently.
  • Filing & Data Entry:
    Maintain organized digital and physical filing systems for client contracts, vendor invoices, and internal documents.
  • Expense Reports:
    Assist with compiling and submitting expense reports for the team, ensuring adherence to company policy.

IV. Employee Attendance and Compliance

  • Attendance Monitoring:
    Monitor and track daily employee attendance, including checking in and out, utilizing the designated time-tracking system (e.g., electronic clock-in or software).
  • Absence Reporting:
    Maintain accurate records of planned and unplanned absences (vacation, sick leave) and report any discrepancies or chronic issues to the Office Manager.
  • Timesheet Support:
    Assist team members with queries regarding their timesheet submissions and ensure all hours are correctly allocated

Job Qualifications:

  • 2-3 years of proven experience in administrative role
  • Strong Phone Etiquette and Communication skills
  • Strong command of English
  • Proficiency in Microsoft Office [Excel, Word and Outlook…]
  • Excellent organizational abilities and attention to detail
  • Ability to work effectively both independently and as part of a team

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