Typical Responsibilities and Duties
- Assist with all stages of the delivery of training and events including:
- Manage guest lists and send invitations
- Send email campaigns and announcements in Arabic and English languages
- Coordinate the Center’s training and events
- Manage the online registrations for training activities, seminars and forums
- Handle and document registration activities
- Send electronic reminders to all registered candidates (partners) prior to the start of the event
- Print name labels including position and organization for registered candidates and delegates
- Book event venue and ensure the venue is equipped with the required needs (laptop, flip chart, etc.)
- Ensure printed materials and folders are ready prior to the start of an event
- Prepare and print certificates for candidates who successfully complete the executive training and learning requirements
- Represent the Center at the main customer service and registration desk on the day of an event
- Assist in the marketing and communication efforts
- Support the Center’s senior managers and team members in all administrative needs
Perform general secretarial and administrative support duties such as:
- Liaise with different personal and departments to support the needs of the Center staff members
- Meet and greet the Center’s partners and visitors
- Manage incoming and outgoing calls
- Manage the Center’s main email address
- Maintain and continuously update the Center’s database, uploading information from business cards
- Prepare letters and correspondence in Arabic and English languages
- Prepare annual greeting cards for VIP contacts
- Ensure that the office is equipped with the required supplies and stationery
Facilitate travel arrangements for both staff and visitors
- Work on issuing entry visas for Center visitors and advisors
- Book flight, hotel arrangements
- Arrange for airport pick-up and drop-off for the Center's guests and visitors
Schedule and maintain calendars of center’s activities
- Arrange and schedule meetings both internally and externally
- Update the Center's shared calendar
- Distribute electronically a Gantt chart or any other similar tool to highlight the Center’s performance and work progress
Website
- Post forums and training activities onto the Center’s website
- upload and update the Center's website with relevant news, accomplishments, photos and rewards
Meeting Support
- Collect meeting agenda (points) and timing from Center members
- Distribute electronically the meeting agenda prior the start of the meeting
- Prepare and distribute electronically the minutes of meetings
الشروط والمهارات:
Very good level of English language skills, both written and oral is essential
Ability to work under pressure and the ability to meet deadlines
Computer skills (Microsoft Office, including Excel, Word and PowerPoint), Gantt Chart and Adobe Photoshop software
Diploma or Bachelor’s degree in a business related field is preferred
1-3 year experience strongly preferred
Experience working in a training institute strongly preferred
Ability to work under pressure and the ability to meet deadlines
Organization and marketing skills
Interpersonal and communication skills
Computer skills (Microsoft Office, including Excel, Word and PowerPoint), Gantt Chart and Adobe Photoshop software
