Administrative Officer

Overview

Key Responsibilities

• Provide comprehensive administrative support to the Events Team, including scheduling meetings, preparing agendas and materials, and maintaining accurate records and documentation.
• Assist in coordinating and maintaining the calendar of the Director of Events & Sales, including meeting arrangements, prioritization, and follow-up tracking.
• Assist in organizing business travel arrangements, including itineraries, bookings, and supporting documentation.
• Prepare reports, presentations, and internal summaries to support decision-making and team operations.
• Handle cross-departmental documentation flow, ensuring timely and accurate processing between Event Sales, Event Co-ordination, Banqueting, Culinary, Finance, and Procurement teams.
• Assist in the preparation and processing of administrative and event-related documents, including contracts, purchase requests, invoices, and internal forms.
• Maintain and update databases for clients, suppliers, venues, and internal records to ensure data accuracy and accessibility.
• Support internal communication by organizing documentation and tracking action points across teams.
• Conduct research and sourcing of office-use materials and supplies to support operational needs.
• Monitor office and administrative supplies, ensuring adequate stock and timely replenishment.
• Ensure all administrative processes adhere to internal policies and procedures.
• Perform other administrative and clerical duties as assigned by the Director of Events & Sales.
• Perform any other duties as directed by the supervisor when necessary.

Qualifications

• Diploma or degree in Business Administration, Hospitality, or related field.
• Minimum 2 years of experience in administrative or operations support, preferably in events or hospitality.
• Proficiency in Microsoft Office Suite and ERP systems.
• Fluent in English; Arabic proficiency is an asset.

Key Attributes

• Highly organized with strong attention to detail.
• Eager to learn, demonstrating adaptability and the ability to quickly acquire new skills.
• Strong communication and interpersonal skills, with the ability to engage effectively with diverse stakeholders.
• Proven ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Collaborative team player with a proactive and service-oriented approach.
• Demonstrates professionalism, discretion, and integrity in handling sensitive and confidential information.