Job Description

The Role

The Executive Assistant is responsible for the smooth running of the Egypt office premises and carrying out of the administrative functions of the company. This is a wide-ranging and responsible role requiring strong administrative, IT, organisational and communication skills and a ‘can-do’ attitude.

Key Responsibilities

Reception & Front Desk:

• Serve as the main point of contact for visitors and manage phone inquiries.
• Train and schedule backup administrative staff to cover the reception during absences.

Correspondence & Scheduling:

• Manage all office correspondence, including email distribution and follow-up on important communication.
• Organize meeting room bookings, ensure rooms are properly equipped, and maintain a clean, presentable environment.

Office Supplies & Facility Management:

• Track and order office stationery, pantry supplies, and coordinate maintenance of office equipment and furniture.
• Handle parking logistics, including updating the office parking log and arranging visitor access.
• Oversee health and safety compliance, including regular equipment checks, and ensure office cleanliness and organization.

Vendor & Contract Management:

• Manage relationships with vendors and service providers, negotiating contracts and pricing to optimize cost efficiencies.
• Maintain petty cash and handle supplier payments in coordination with the Finance department.

Travel & Courier Coordination:

• Arrange business travel for staff, including flights, hotels, and visas, and manage courier services as needed.

HR & Employee Engagement Support:

• Assist with onboarding new hires, coordinating their workstations.
• Assist with event logistics, such as catering and setup for board meetings or office events.
• Keep track of employee milestones, such as birthdays or farewells, and organize special orders with HR as required.

Document Production & IT Liaison:

• Create and edit documents, presentations, and reports using Word and PowerPoint, ensuring high-quality design.
• Coordinate with IT and HR to manage office access codes and security protocols.

General Administrative Support:

• Conduct storeroom audits, organize document disposal, and ensure that storage areas remain tidy.
• Manage ad-hoc projects and provide additional support for various departments when required.
• Step in to manage the responsibilities of office assistants during their absence.

Skills, Knowledge and Experience

• Fluent English speaker.
• 3-4 years’ relevant office experience / general office administration
• Highly computer literate in all Microsoft office application (Word, PowerPoint, Outlook, Excel). Able to evaluate the IT needs of the office and communicate with Savills IT central team
• Strong communication and customer service skills
• Presentable and confident demeanour
• Experience of managing and maintaining database systems and record keeping systems
• Preferably experience of managing external contracts/ liaising with suppliers
• Sound experience of organising corporate events (e.g. sourcing and booking of venues