Admin Assistant

Basmala Beads is an established brand with over five years of experience in creating and selling high-quality Islamic prayer beads and accessories. With a strong international presence, we proudly serve over 10,000 customers across 23 countries. Our success has been driven by a remote team and the dedicated efforts of our founders. As they continue to grow, they are expanding their on-the-ground team.

Job description:

The Administrative Assistant will perform a variety of clerical and administrative tasks, including managing schedules, organizing files, coordinating communications, and assisting in project management. The ideal candidate will have excellent organizational skills, the ability to multitask, and a strong attention to detail.

Key Responsibilities:

1. General Office Support:

• Phone & Email Management: Answer and manage incoming phone calls and emails. Act as the first point of contact for clients, vendors, and staff, providing timely and accurate information. Forward messages or route inquiries to the appropriate team members. Handle inquiries with professionalism and confidentiality.

• Office Filing Systems: Maintain organized and efficient physical and electronic filing systems. Ensure that records are filed correctly and that information is easy to retrieve. Regularly update and audit files to ensure they are accurate and compliant with any applicable regulations.

• Office Supplies & Inventory Management: Monitor inventory levels of office supplies and reorder items as necessary. Track usage, ensuring there are sufficient supplies on hand for day-to-day operations. Work with vendors to source quality supplies at competitive prices.

• Document Preparation: Prepare documents, forms, reports, and correspondence. Ensure all materials are well-organized and ready for distribution. Assist with the preparation of meeting materials, presentations, and other documentation as required by leadership or departments.

2. Scheduling & Calendar Management:

• Meeting & Appointment Coordination: Schedule appointments and meetings for managers, executives, or teams. This includes managing calendars, booking conference rooms, and ensuring that meeting times do not conflict. Send reminders and confirm attendance.
  
• Event Coordination: Organize and coordinate internal and external events such as team meetings, client conferences, and corporate events. This includes managing logistics, securing locations, handling catering or refreshments, and preparing materials or agendas.
  
• Travel Arrangements: Book travel (flights, hotels, rental cars) for staff members or executives. Ensure that travel itineraries are accurate and cost-effective. Provide employees with necessary travel documentation, itineraries, and expense guidelines.

• Meeting Agendas & Minutes: Prepare meeting agendas in advance and distribute them to participants. Take detailed notes during meetings, capture key discussion points, action items, and deadlines. Distribute meeting minutes afterward and follow up on action items as necessary.

3. Communication & Correspondence:

• Internal & External Communication: Serve as a liaison between departments, management, and external stakeholders (e.g., clients, suppliers, partners). Ensure effective, timely communication across all channels. Respond to routine inquiries and manage follow-up actions.

• Drafting Correspondence: Compose clear and concise emails, memos, letters, and reports for internal and external use. Ensure that all written communication is professionally formatted and free of errors.

• Document Proofreading & Editing: Review and proofread documents for accuracy, grammar, and formatting before they are finalized or sent out. Ensure that all documents adhere to company style guides and formatting standards.

• Client & Vendor Relations: Maintain professional relationships with clients, customers, and vendors. Assist in coordinating client visits, handling inquiries, and addressing service requests. Support vendor management activities, including processing purchase orders, invoicing, and maintaining vendor contact information.

4. Data Entry & Reporting:

• Data Management: Maintain and update databases or spreadsheets for tracking important information, including client records, financial data, inventory logs, and project timelines. Ensure that data is entered accurately and kept up-to-date.

• Report Generation: Compile data and generate reports for management or team members. These reports may include sales, operational performance, or project updates. Ensure that the reports are clear, accurate, and delivered on time.

• Tracking & Follow-Up: Assist in tracking the status of ongoing tasks, projects, or requests. Maintain spreadsheets or project management tools to monitor progress, deadlines, and dependencies. Follow up with team members to ensure that tasks are completed on schedule.

5. Project Assistance:

• Project Coordination: Support project managers or teams in coordinating and tracking the progress of various projects. This may include scheduling meetings, gathering required information, tracking milestones, and ensuring that deadlines are met.

• Resource Allocation: Help coordinate the allocation of resources (e.g., materials, personnel, time) for projects. Maintain schedules and calendars for project timelines and assist with logistics as needed.

• Project Documentation: Assist with organizing and maintaining project documentation, such as contracts, proposals, timelines, and deliverables. Ensure that all project-related documents are stored correctly and are easily accessible to the team.

• Event Planning & Execution: Help plan, organize, and execute special projects, meetings, conferences, or other events. This may involve coordinating logistics, communicating with vendors, setting up materials, and ensuring smooth operations.

6. Other Administrative Duties:

• Clerical Support: Provide general clerical assistance as required, such as photocopying, faxing, scanning, or binding documents. Ensure that all documents are properly formatted and printed.

• Human Resources Support: Assist with HR-related administrative tasks, such as preparing onboarding materials, tracking employee attendance, filing HR records, and supporting the recruitment process by scheduling interviews or maintaining candidate information.

• Expense Tracking & Reimbursement: Assist with processing employee expense reports and ensure that expenses are correctly documented and submitted for approval. Handle petty cash or reimbursements as necessary.

• Technology & Equipment Support: Ensure that office technology (e.g., computers, printers, phones) is functioning properly. Troubleshoot minor technical issues or escalate to IT as needed. Set up new equipment or assist with system updates.

• Cross-Department Collaboration: Collaborate with different departments to facilitate workflow, communication, and the exchange of information. Work closely with other administrative assistants to support larger office functions and initiatives.

7. Miscellaneous Duties:

• Special Projects: Take on additional tasks or special projects as needed. Be flexible and willing to contribute to areas outside of the typical administrative scope, depending on business needs.
  
• Ad-Hoc Requests: Respond to any ad-hoc administrative requests from senior management or team members in a timely and professional manner.

Qualifications:

• Bachelor's degree in Business Administration or any equivalent degree; additional qualifications or certifications in office administration are a plus.
• Proven experience as an Administrative Assistant or in another relevant administrative role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic office equipment (printers, copiers, etc.).
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Ability to maintain confidentiality and handle sensitive information.
• Detail-oriented, reliable, and self-motivated with a positive attitude.
• Strong multitasking abilities and problem-solving skills.

Communication:

• Strong organizational and communication skills (both written and verbal), with the ability to manage multiple tasks in a fast-paced, team-oriented environment, and a willingness to learn.
• Strong verbal and written skills in English and Arabic

Benefits:

• Competitive salary and performance-based bonuses.
• Paid time off and holidays.
• Opportunities for professional development and career growth.