Abrar Admin

Cairo American College

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 JOB SUMMARY:
 
 
 
 The Athletics &amp; Activities Administrative Assistant supports the planning, coordination, and execution of school-wide events, athletic programs, and student travel. This role manages a combination of administrative, logistical, and operational responsibilities, including event coordination, travel logistics, budgeting support, record-keeping, and office administration.
 
 
 Working closely with the Athletics &amp; Activities Director and Coordinator, the Assistant ensures that programs run efficiently, deadlines are met, and operations are executed to a high standard. The role requires strong organization, attention to detail, and the ability to manage multiple priorities independently.
 
 
 
 
 
 
 DUTIES AND RESPONSIBILITIES
 
 
 
 
 Event Planning &amp; Hosting (40%)
 
 
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 Coordinate and execute athletic events, tournaments, and school programs
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 Manage logistics including venues, equipment, schedules, and staffing
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 Arrange hospitality for visiting teams (transportation, lodging, catering)
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 Liaise with Operations, Security, and Maintenance for event support
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 Support risk assessments and ensure compliance with school policies
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 Assist with event promotion and communication
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 Provide on-site support, including occasional evenings/weekends
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 </ul>
 
 
 Travel &amp; Trip Logistics (30%)
 
 
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 Coordinate all travel arrangements for student activities and athletics programs. This includes, but is not limited to, PRIME Trips and Week Without Walls
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 Liaise with travel agencies for flights, visas, insurance, and itineraries
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 Arrange transportation (buses, airport transfers, local travel)
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 Manage hotel bookings and accommodations
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 Track travel expenses and support budget reconciliation
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 Coordinate with families and Business Office for fee collection
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 Maintain accurate travel records and ensure policy compliance
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 Notify divisions of student absences due to travel
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 </ul>
 
 
 Budget &amp; Financial Support (10%)
 
 
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 Track departmental expenses and maintain financial records
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 Support procurement and vendor coordination
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 Assist with budget reporting and documentation
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 Process stipends and payments for coaches and service providers
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 </ul>
 
 
 Office Administration (10%)
 
 
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 Provide general administrative and clerical support
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 Prepare communications, reports, and presentations
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 Maintain HR documentation for coaches and activity providers
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 Assist with contracts, compliance, and payment processes
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 Update departmental website and communication platforms
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 Support Arabic/English translation as needed
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 </ul>
 
 
 Records &amp; Systems (5%)
 
 
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 Maintain student participation records and required documentation
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 Track waivers, eligibility, and program data
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 Support annual reporting and data collection
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 </ul>
 
 
 Calendaring &amp; Facility Booking (5%)
 
 
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 Support coordination of the school-wide activities calendar
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 Manage facility bookings and scheduling
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 Coordinate with Operations to ensure event readiness
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 </ul>
 
 
 Shared Responsibilities
 
 
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 Support End-of-Season Awards Ceremony planning and execution
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 Assist with additional events, tournaments, and community programs
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 Collaborate with team members to ensure smooth office operations
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 </ul>
 
 
 Other
 
 
 <ul>
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 Perform additional duties as assigned
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 </ul>
 
 
 
 
 QUALIFICATIONS
 
 <ul>
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 University degree or equivalent
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 Fluency in English and Arabic both written and spoken
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 Advanced computer skills (Google Suite)
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 Database management experience (one year minimum)
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 Excellent organizational and time management
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 Excellent and effective communication skills
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 </ul>
 
 
 
 
 DESIRED EXPERIENCE
 
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 Experience in a school environment
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 Experience with events, athletics, or travel coordination
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 </ul>
 
 
 
 
 WORKING CONDITIONS
 
 
 Based in the Athletics &amp; Activities Office at Cairo American College. The role involves managing multiple projects simultaneously and may require occasional evening or weekend work.
 
 
 SUPERVISION &amp; DECISION MAKING
 
 
 The Assistant works independently with minimal supervision, managing priorities across multiple responsibilities. Sound judgment is required to resolve issues efficiently and determine when to escalate concerns.
 
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Athletics / Activities Administrative Assistant

Join Cairo American College and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Cairo American College

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Athletics / Activities Administrative Assistant