Administrative Support Coordinator for Gulf University

5 days ago


Manama, Manama, Bahrain Gulf University, Kingdom Of Bahrain Full time

Job Description:

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This role provides personal administrative support to management and university staff. Key responsibilities include receiving and handling information, conducting and organizing various administrative duties.

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Main Responsibilities:

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  • Prepare and manage correspondence, reports, and documents using Microsoft Office.

  • Organize and coordinate meetings, conferences, and travel arrangements with internal and external contacts.

  • Take minutes of meetings and distribute them promptly.

  • Implement and maintain office systems to ensure efficiency and productivity.

  • Maintain accurate schedules and calendars for management and staff.

  • Arrange and confirm appointments with relevant stakeholders.

  • Organize internal and external events as required.

  • Handle incoming mail, packages, and other material in a timely manner.

  • Set up and maintain filing systems to ensure easy access to information.

  • Collate information from various sources and databases.

  • Maintain accurate databases to support administrative tasks.

  • Communicate verbally and in writing to answer inquiries and provide information to stakeholders.

  • Liaise with internal and external contacts to facilitate communication and coordination.

  • Coordinate the flow of information both internally and externally to support decision-making.

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Requirements:

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  • Bachelor's Degree or Diploma in a relevant field.

  • At least 2 years of experience in various secretary roles.

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Essential Skills and Abilities:

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  • Knowledge of Microsoft Office and telephone protocol.

  • Computer literacy and ability to learn new software applications.

  • Professional verbal and written communication skills, including typing at 60 wpm.

  • Knowledge of planning and scheduling techniques to prioritize tasks effectively.

  • Ability to communicate effectively, both orally and in writing, with diverse stakeholders.

  • Attention to detail, excellent organizational skills, and discretion when handling confidential information.

  • Knowledge of business principles and practices to support administrative tasks.

  • Proven experience producing correspondence and documents.

  • Proven experience in information and communication management.

  • Attention to detail and accuracy in all tasks.

  • Confidentiality and discretion when handling sensitive information.

  • Planning and organizing skills to prioritize tasks and meet deadlines.

  • Time management skills to balance multiple tasks and responsibilities.

  • Interpersonal skills to build strong relationships with colleagues and stakeholders.

  • Customer-service orientation to provide exceptional support to clients and stakeholders.

  • Initiative and proactivity to anticipate and address administrative needs.

  • Reliability and dependability to meet commitments and deadlines.

  • Stress tolerance and adaptability to work effectively in a fast-paced environment.



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