SNAP14 is looking for an exceptional HR & Administrative Assistant to support our Co-founder and General Manager. This passionate document warrior will be working on human resources and administrative activities at SNAP14 working directly with the Co-founders.
Our Administrative Assistant will be responsible for administrative related tasks in addition to support with managing the office, HR and Legal. The priority is to maintain all paperwork and make sure that the company is up to date on all documents and supported to work smoothly.
As an Administrative Assistant you will work on supplier documents, project tasks, maintaining company paperwork, assist in writing documents, editing contracts and working towards long-term objectives to meet business needs and requirements.
Here are the job functions:
- Schedule and attend meetings
- Act as meeting scribe and take meeting minutes
- Handles inbound calls and emails
- Record data in Zoho system
- General research
- Creation of documents (SOPs, accounting receipts, contracts etc.)
- Organize cloud drive
- Order supplies (printing business cards, marketing material, notebooks, etc)
- Create/edit contracts & agreements through the system
- Assist in company documents (commercial registration, tax id, license, social insurance, etc)
- Create reports
- Check/coordinate supplier documents
- Assist with onboarding new interns and freelancers
- Coordinating with freelance team
- Manage salaries payable
- Office internet not working and need fixing
- announcement and advertising for Job opening
- first level applications screening
- second level phone screening
- coordinate and schedule interviews
- sending offer letter to chosen candidate
- closing Job opening
- issue new mobile line sim to employee
- planning office expansion
- Implementation of the office changes by hiring appropriate workers and personnel
- Sourcing needed material for any construction and finishing
- searching for new storage spaces to rent
- coordinating with the landlord and negotiating
- office security
- training staff and using technology tools
- Induction
- troubleshoot employee mobile line
- new employee Google account
- new employee Zoho account
- getting new hires to sign all of their contracts and make sure they have submitted all of their documents
- monitoring morale of employees
- tracking development of employees
- planning development of employees
- guiding employees to the next development level
- interviewing candidates
- order new employee mobile line
Skills:
Strong Computer Skills: A lot of your work will be spent working on a computer. You need to be comfortable trouble-shooting computer issues and you need to be able to make your way around programs like Google Workspace and Zoho One with ease.
Communication: You need to make sure that you are communicating with all of the appropriate people and getting the right messages to the right people. Be clear with instructions and emails and make sure that you are understood, don’t just assume that people have received your emails or calls, follow up with people.We are seeking a highly organized, proactive, and resourceful professional to join SNAP14 as the Executive
Assistant & Business Support Coordinator. In this dynamic role, you will provide direct support to senior
management, ensure seamless day-to-day operations, and contribute to the overall success of the business.
As an essential partner to the executive team, you will manage schedules, facilitate communication, and handle
confidential information with professionalism and discretion. Additionally, you will oversee business support
functions, including office management, HR coordination, operational workflows, and sales team support,
ensuring efficiency across all areas of the organization.
Key Responsibilities:
Executive Assistance:
● Serve as the primary point of contact for senior management, managing calendars, scheduling
meetings, and coordinating travel arrangements.
● Prepare agendas, presentations, and reports for executive meetings and follow up on action
items to ensure completion.
● Act as a liaison between senior management and internal/external stakeholders, ensuring clear
and timely communication.
● Handle confidential and sensitive information with discretion and professionalism.
Business Support Coordination:
● Oversee daily office operations, ensuring an efficient and professional work environment.
● Manage administrative tasks, including correspondence, document filing, and maintaining
accurate records.
● Coordinate cross-departmental projects, ensuring alignment with company goals and
timelines.
● Develop and implement Standard Operating Procedures (SOPs) to streamline administrative
and operational processes.
HR and Team Support:
● Support HR functions, including onboarding new employees, maintaining personnel records,
and organizing employee engagement activities.
● Assist in recruitment efforts by posting job openings, scheduling interviews, and coordinating
candidate communication.
● Track and document employee development plans, ensuring alignment with organizational
goals.
Office Management and Maintenance:
● Ensure the office is well-maintained, clean, and fully stocked with necessary supplies and
equipment.
● Manage relationships with vendors and service providers, including cleaning services,
maintenance contractors, and utility providers.
● Monitor and address office infrastructure needs, such as repairs, equipment maintenance, and
workspace organization.
Plan and oversee office layout changes or improvements to maintain a functional and
welcoming environment.
● Ensure safety and security protocols are in place, including emergency procedures and
compliance with local regulations.
Sales Support:
● Provide administrative support to the sales team by managing schedules, updating sales
documentation, and tracking follow-ups.
● Monitor the progress of sales tasks, ensuring that nothing falls through the cracks and all
sales-related activities are on track.
● Regularly communicate with the sales team to identify outstanding tasks and follow up to
ensure timely completion.
● Maintain and update the CRM or sales tracking system with accurate and up-to-date
information.
● Collaborate with the sales team to ensure consistent progress and efficiency in pushing sales
opportunities forward.
● Support in preparing sales presentations, proposals, and reports as needed.
Operational Coordination:
● Manage vendor relationships, including procurement, negotiations, and payments.
● Monitor logistical needs for events, meetings, and company activities.
● Collaborate with IT and other departments to optimize workflows through technology and
automation.
Requirements
What we are looking for?
- A dynamic person who wants to work and grow a company that functions as a balanced family.
- Someone with previous experience in a dynamic assistant role.
- Understanding of Software tools is a plus.
- A deep understanding of document organization and scheduling.
- Preferably with previous experience with Zoho apps and/or other software tools or systems
- Great communication skills and the ability to build and maintain relationships with internal and external stakeholders at all levels.
- An analytical mind, with strong attention to detail.
- Written and verbal English and Arabic is a must.
- Flexible with working hours and days.
- You’re dynamic, full of ideas to develop and implement - and quickly!
- You’re resourceful, able to find another way to achieve your objective with maximum impact and find solutions (not problems).
- You’re growth-minded; always wanting to go a step further and do better.Skills and Competencies:
● Exceptional organizational and multitasking skills, with the ability to manage multiple priorities
effectively.
● Strong communication and interpersonal skills, capable of liaising with stakeholders at all
levels.
● Proactive problem-solving abilities and a resourceful approach to challenges.
● High level of discretion and professionalism when handling confidential information.
● Strong attention to detail and commitment to quality.
● Requirements:
● Bachelor’s degree in Business Administration, Human Resources, or a related field preferred.
● 3-5 years of experience in a similar role, supporting senior management and overseeing
administrative functions.
● Proficiency in office management tools (e.g., Google Workspace, Microsoft Office) and CRM
systems (e.g., Zoho CRM or similar).
● Fluent in English (written and verbal); proficiency in Arabic is a plus.
● Experience in coordinating cross-departmental operations, managing vendors, and supporting
sales teams.
What we are looking for?
● A dynamic person who wants to work and grow a company that functions as a balanced family.
● Someone with previous experience in a dynamic assistant role.
● Understanding of Software tools is a plus.
● A deep understanding of document organization and scheduling.
● Preferably with previous experience with Zoho apps and/or other software tools or systems
● Great communication skills and the ability to build and maintain relationships with internal and
external stakeholders at all levels.
● An analytical mind, with strong attention to detail.
● Written and verbal English and Arabic is a must.
● Flexible with working hours and days.
● Experience in coordinating cross-departmental operations, managing vendors, and supporting
sales teams.
● You’re dynamic, full of ideas to develop and implement - and quickly!
● You’re resourceful, able to find another way to achieve your objective with maximum impact
and find solutions (not problems).
● You’re growth-minded; always wanting to go a step further and do better.
