Office Administration Specialist

Job Summary

We are seeking a highly organized and proactive Office Administration Specialist to support the daily administration and operations of our newly established office in Egypt. This is a hybrid role that combines office operations, executive support, and administrative coordination. The position ensures seamless office functioning, compliance with local standards, and alignment with global processes while contributing to continuous improvement initiatives across the department.

The ideal candidate is detail-oriented, discreet, and capable of anticipating operational and administrative needs before they arise.

Responsibilities
Executive & Administrative Support

• Coordinate calendars, meeting logistics, and travel arrangements for the local team.
• Maintain organized digital and physical filing systems, ensuring confidentiality and policy compliance.
• Manage documentation workflows including contracts, onboarding forms, and HR-related paperwork.
• Handle wet-signature collection, including meetings with employees and coordinating signatures.
• Support social insurance documentation in partnership with HR and external vendors.
• Produce professional reports, presentations, and correspondence on behalf of the leadership team.
• Anticipate needs, identify gaps, and propose solutions to improve administrative efficiency.

Office & Workplace Operations

• Serve as the primary point of contact for all office and facility-related matters.
• Monitor office supplies and facility maintenance requirements.
• Oversee first-day onboarding logistics: welcome kits, badge issuance, workspace readiness, and office tours.
• Ensure workplace policies, labor law requirements, and health & safety standards are met.
• Operational & Vendor Coordination.
• Oversee first-day onboarding logistics: welcome kits, badge issuance, workspace readiness, and office tours.
• Coordinate with other teams (IT, HR, facilities vendors) to ensure uninterrupted office operations.

Education & Experience Recommended

• Bachelor’s degree in Business Administration, HR, or a related field.
• 3+ years of experience in office administration, office management, or executive support.
• Strong organizational, prioritization, and multitasking abilities.
• Fluency in English and Arabic.
• Solid understanding of workplace administrative procedures.
• Proficiency in Microsoft Office; experience with Workday is an advantage.

Disclaimer
This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.