Administrative Assistant

HealthCare Dynamics Gen. Trading Company W.L.L; Ardhiya; On-site; KWD 20,000 - 40,000; Full time

Job summary

An established industry player is seeking a proactive Administrative Assistant to support the CEO and ensure smooth operations. This role involves managing communications, preparing essential documents, and maintaining databases. The ideal candidate will possess strong organizational skills, the ability to multitask under pressure, and excellent communication abilities. Join a dynamic team where your contributions will directly impact the success of the agency. If you are enthusiastic, detail-oriented, and ready to take on challenges, this opportunity is perfect for you.

Qualifications

• Excellent written and verbal communication skills in English; Arabic is a plus.
• Strong organizational and time-management skills essential for the role.

Responsibilities

• Act as a link between the CEO's office and various departments.
• Prepare client quotations and purchase orders promptly upon request.

Skills

Communication Skills

Organizational Skills

Multi-tasking

Conflict Resolution

Attention to Detail

Education

Bachelor's Degree

Tools

Microsoft Office (Word, Excel)

Apple Devices and Software

Job description

This is the official job description for the Administrative Assistant position at CRACKWITS. This document should serve as the guiding compass for the role, outlining core responsibilities, expectations, and the impact of this role in driving strategic initiatives forward.

SECTION I | GROUP OVERVIEW

With a reputed 25 years in the market, The Meaza Group [TMG] is made of multi-divisional entities and subsidiaries; specializing in contracting, events, and digital industries; in Kuwait and across the MENA region. The aforementioned occupation is at CRACKWITS, the boutique creative agency for branding, advertising, social media, and platforms design, development, and support.

SECTION II | TALENT SPECIALTY

The Administrative Assistant's responsibility is to act as the link between the CEO's office and various departments, preparing quotations, purchase orders, costings, reports, and assisting the CEO. The role requires a full knowledge of the business operations of the agency and the administrative requirements to support day-to-day activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools like MS Excel and office equipment. Other duties include assisting the CEO with all his requirements, day-to-day business needs, and managing his personal filing.

SECTION III | OCCUPATION REQUIREMENTS

1. Attend client meetings on regular basis or when delegated to handle such tasks.
2. Prepare client quotations promptly upon request.
3. Prepare client purchase orders upon request.
4. Ensure all POs made are aligned with Accounting Team.
5. Ensure all POs for the respective talents for any retainer job are aligned with costing & quotation.
6. Compute costing provided, make quotations, and send to client or project manager for approval.
7. Manage the internal database of all created quotations.
8. Ensure the accuracy of the cost price provided by the project manager, applying the appropriate margin to cover potential unforeseen expenses.
9. Archive and manage the approved/not approved quotations in soft and hard copies.
10. Maintain database for monthly and yearly sales.
11. Assist the CEO with his daily needs.
12. Manage and maintain the personnel file of the CEO and his family.

SECTION IV | EXPERTISE & EXPECTATIONS

• Written and verbal communication skills in English; Arabic fluency is a plus.
• Team player with great interpersonal and presentation skills.
• Ability to understand operational needs and ask questions if unclear.
• Ability to multi-task and manage various project deliverables simultaneously.
• Capacity to manage highly stressful situations due to tight deadlines.
• Excellent organizational and time-management skills.

• Enthusiastic and passionate.
• Positive thinking.
• Attention to details.
• Conflict resolution skills.
• Knowledge in utilizing Apple devices and software such as Keynote and Microsoft Office (Word, Excel, etc.).

SECTION V | DYNAMIC CONDITIONS

• Multi-task, perform under pressure, and strictly respect deadlines.
• Work with flexibility regarding working hours.
• Adhere to special work conditions and handle abrupt requests.