Reception & Office Assistant

This role is based in our Cairo Festival City Business Park, New Cairo, Cairo, Egypt office.

Reports to: Facilities Manager

The Role:

The Reception & Office Assistant is primarily responsible for providing site level administrative support and reception service to the Informa Cairo office. They must have a professional and energetic approach as well as good time management skills and the ability to multitask.

Job Summary/Responsibilities:

• Provide hospitality support to include but not limited to reception service, greeting and welcoming visitors, directing and announcing business updates as appropriate, meeting room support and ad-hoc lunch ordering.
• Receive and sort daily mail/receive deliveries/arrange couriers. Notify employees when they receive deliveries.
• Provide administrative support in maintaining all documentation and record keeping.
• Maintain security by following procedures and controlling access (operate visitor book, issue visitor badges). Activating visiting colleagues badges for Amsterdam office use.
• Provide new colleagues with access badges, office tours & site inductions.
• Perform daily site checks, logging any issues in the appropriate system. Maintain a tidy office by ensuring that kitchen area, meeting rooms and common spaces remain clean.
• Ensure appropriate supplies of consumables at all times (eg milk, coffee beans, CO2 bottles, stationery equipment, etc).
• Cooperate with building property managers to solve issues relating to service requests, upkeep of facilities & attend building tenant meetings when required.
• Working with office support team to ensure service is delivered at all times, especially during any team absences.
• Process purchase orders and expense reports. Process invoices in timely fashion following all checks and procedures.
• Coordinate with Executive Assistants on in-house events, support senior management needs as they arise, and respond to any other requests relating to the Senior Management in timely manner.
• Take part in and be responsible for QHSE (Quality, Health, Safety & Environment) provision, coordinating fire warden and first aid trainings & associated arrangements, ensuring first aid supplies are sufficient.
• Take part in regional EMEA initiatives as required.
• Perform daily floor checks and identify needs for repairs, ensuring checks of all meeting rooms, toilets, plants, lighting, etc.
• Raise Facilities tickets in Informa’s preferred Facilities Management reporting tool & see through to completion.
• Oversee cleaning, waste removal, recycling, managing vendor directly.
• Coordinate directly with Facilities vendors including but not limited to maintenance, health and safety, food & beverage.
• Keep track of office-related spend, keeping records on the established invoice tracking systems.
• Take part in, or own ad-hoc projects as required.
• Perform other related duties as required or requested.

• Excellent oral and written communication skills in Arabic and English.
• Proven multi-tasking capability and solid organizational skills, work with minimal supervision.
• Solutions driven and can-do attitude.
• Discretion when dealing with confidential information.
• Creative thinking with ability to partner/collaborate with others in the office.

Skills required:

• Educated to degree level or equivalent.
• Demonstrable experience within an administrative assistant role of similar.
• Strong computer skills to include; Microsoft Word, Outlook, PowerPoint and Excel.

We believe that great things happen when people connect face-to-face. That's why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely.

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at LifeAt.Informa.com

Our benefits include:

• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
• Time out: 21 days annual leave, plus a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year
• A comprehensive company funded private medical insurance with international coverage
• A ShareMatch scheme that allows you to become an Informa shareholder from the start of your employment, and benefit from free matching shares
• Strong wellbeing support through EAP assistance, mental health first aiders, and access to health apps and more
• Recognition for great work, with global awards and kudos programmes
• As an international company, the chance to collaborate with teams around the world

We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application.

If you would like to request reasonable adjustments or accommodations to assist your participation in the hiring process and, or in the advertised position, please inform the appropriate Talent Acquisition Partner for the role once they have been in touch. Your request will be reviewed and considered in confidence. At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information.

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