43 Administrative Staff jobs in Kuwait

•Manage day-to-day administrative operations in compliance with Group policies and procedures.

•Administer registration, renewal and cancellation of agency contracts or licenses, on behalf of Business Units, and in coordination with Government Relations.

•Supervise Security and Cleaning Staff deployed at AMG Head office.

•Process payments and invoices for all third party services at HO (such as, fuel, courier, etc.)

•Coordinate Courier and Maintenance Services

•Organize transportation services for employees and visitors.

•Source vendors and coordinate for subscriptions of Newspaper/Magazines/Gazette

•Prepare and submit weekly/monthly management report.

•Act as custodian of Head Office Assets and maintain Asset Register.

•Ensure proper housekeeping of Head office facilities, maintenance and control of office equipment, Building and Premises.

•Assist in vendor management and support negotiation and contract coordination.

•Coordinate with Finance and Accounts during closing.

Skills

Educational Qualifications

Education Degree

: Bachelor

Major

: Business Administration

Experience

Years of Experience

: 5 - 7Years

Field of Experience

: Administration and business related activities

Skills

•Fluent in English with Arabic working knowledge

•Proficient in using all standard digital office equipment (laptops, desktops, photocopiers, phones, mobile devices).

•Able to operate and navigate Microsoft Office applications, Oracle systems, operating systems, and other enterprise-level software.

•Strong communication and interpersonal skills

•Capability to solve miscellaneous routine administration daily problems

•Familiar with procurement processes, bank guarantees, and sourcing contracts.

•Understanding of accounts payables, petty cash handling, and reimbursement processes

Administrative Assistant

American International University - Kuwait City

Must be available for an immediate start.

The Administrative Assistant will support a Senior Leadership role at the University and be responsible for a broad range of generalist administrative and coordinator duties. This position will require initiative, judgment, and independent decision-making skills. This person will be a proactive member of the executive leadership team by volunteering and participating in events and committees while serving as the main point of contact with the office of this senior leader.

Responsibilities include but are not limited to:

• Calendar Management, scheduling of appointments, interviews, etc.
• Assists in responses to internal/external stakeholders including letters, phone calls, and coordination of in-person or Zoom call appointments
• Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently
• Prepare reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc.
• Become familiar with all department functions within the university in order to communicate them effectively and accurately
• Develop messages and effectively use vehicles to ensure a consistent, integrated, and comprehensive system of communications

Qualifications

• A bachelor's degree or equivalent combination of education and/or experience required (MBA preferred)
• Advanced computer skills including Microsoft Office – Word, Excel, and Outlook required, PowerPoint
• Must be a self-starter and be able to fulfill job duties with little supervision
• Ability to work flexible schedules including nights, weekends, and holidays
• Ability to maintain a flexible working attitude, while performing job duties in stressful situations or handling complex communication
• Adhere to regulatory, departmental, and company policies in an ethical manner
• Must be able to professionally handle sensitive information and maintain complete confidentiality
• Excellent organizational and multitasking skills
• Excellent understanding of English, both written and verbal required
• Must be a creative, high-energy, hands-on professional who can successfully multitask in a fast-paced environment

Experience:

• Executive assistant: 3 years (preferred)
• Administrative or Equivalent: 2 years (Required)

Purpose and Scope

• Provides a complete secretarial/clerical service including office management, time management, correspondence and clerical responsibilities.Key Responsibilities
• Provides a professional administrative/secretarial service, routing callers and correspondences as necessary and taking initiative in drafting and finalizing replies where appropriate to ensure that all matters are dealt with efficiently and appropriately
• Acts as first point of contact for both internal and external visitors wishing to contact the direct Manager to filter and schedule visits.
• Provides a time management/diary service for the direct Manager to ensure effective use of time and attendance at all meetings at the appointed times
• Co-ordinates and facilitates the reception and logistical arrangements for visiting VIPs and dignitaries, ensuring observance of protocol and sensitivity to cultural aspects
• Makes travel arrangements in a time-effective way, including arranging complex itineraries / venues, ensuring most effective use of time
• Makes arrangements for meetings, including booking venue, ensuring all participants are aware of timing, adequate supplies of stationery are available and may attend meeting as minute’s secretary
• Maintains records/files, replenishes stationery and arranges servicing of office equipment to ensure the direct Manager can function effectively and with minimum disruption
• Performs other duties in line with scope of work and as instructed by the direct manager
• Works according to well-defined procedures, clearly set precedents or vocational standards and completed assignments are subject to review by supervisor.

Skills

• Minimum 3 years of Related Experience
• Language Skills: English, Arabic

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The Job Purpose of a Business Administrator will be to provide administrative support to Management along with other secretarial duties.

• Typing of all correspondence i.e. letters, memos, schedules, agendas, etc.
• Handling independent business correspondence for the division (incoming and outgoing)
• Directing incoming telephone calls to the appropriate recipient
• Manage, organize and update relevant data, maintain a proper filing system
• Organizing all business operations related events i.e. training, team meeting etc.
• Organizing travel and hotel reservations for business trips from and visitors to, the division as well as visa processing
• Responsible for preparing employees change of status forms and recruitment requests (new appointments, terminations, resignation)
• Coordinating with personnel office especially in residence related matters
• Coordination of tasks, projects and staff across various locations in Kuwait (warehouses, offices, suppliers, business partners and other facilities)
• Responsible for division's stationery requirements
• Responsible for the division’s time sheet, tracking and resolving of various matters etc.

• Excellent communication skills in English are a must
• Solid knowledge of wider Kuwait
• At least 1 to 2 years work experience in a similar administrative role
• Planningand organizational skills
• Good computer knowledge and skills (Outlook – Microsoft Word – Excel – PowerPoint – Internet)
• Must be self-motivating, driven, initiative and able to work independently and against tight deadlines
• Must be able to multitask, handle demanding customers (internal and external), liaise with different individuals across different departments and functions, and be able to work systematically, accurately and with strong time management skills