Administrative Officer

The Administration Officer provides essential administrative and operational support to the Events Team, ensuring smooth day-to-day functioning, efficient documentation handling, and coordination across internal departments. This role is key to maintaining organized workflows, supporting event logistics, and assisting with reporting and compliance.

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 environmentCollaborative team player with a proactive and service-oriented approach.

Demonstrates professionalism, discretion, and integrity in handling sensitive and confidential information.