Administrative Assistant (Operations, Membership & Studio Bookings)

Responsibilities by sector of activity

A) Management support and coordination

Manage calendars, meetings, agendas, minutes and action tracking for the Executive Manager and team (including weekly meetings).

Maintain shared trackers and follow up with task-owners on deliverables.

B) Documentation and filing

Maintain organized digital and physical filing systems for contracts, membership files, activity documentation, and approvals.

Ensure templates and trackers are consistently used; maintain handover notes for continuity.

C) Membership workflow and reporting 

Support membership intake workflow: tracking, status categories, document checklist, communication to applicants, and database updates.

Follow up and coordinate renewal reminders and membership payment follow-up; flag overdue accounts.

Report regularly to Finance Manager on membership payment/renewal status.

D) Member activities and trainings support

Support planning and delivery of member activities/trainings: logistics, attendance lists, feedback forms, and documentation packs.

Liaise with committee focal points and sector representatives (when elected) to implement activities and ensure follow-through.

E) Studio bookings and scheduling 

Maintain the studio bookings calendar; confirm requests, requirements, and booking rules (schedule, cancellations, priority use, safety).

Schedule/coordinate studio keeper coverage and the videographer for sessions in line with the calendar.

Send confirmations and maintain a record of approved bookings and usage.

Ensure presence during studio and office booking/usage

F) Petty cash 

Manage petty cash when needed under Finance Manager controls: maintain log, collect receipts, and reconcile; flag exceptions immediately.

G) Consumables and replenishment

Maintain a consumables log (office/studio) and coordinate replenishment through procurement process.

100% receipts logged; reconciliations completed on time with zero unexplained variances.

Required qualifications and experience

Experience in administration/coordination roles (NGO/union/media a plus).

Strong organization, discretion, and ability to manage multiple workflows.

Microsoft Office Suite (Excel, PPT, Word) fluency

Arabic fluency; working English (French is a plus).

Core competencies

Strong coordination and scheduling

Record-keeping discipline and attention to detail

Professional communication and confidentiality

Flexibility and Adaptability