Job Title: Administrative Assistant
Location: Nozha
Reports To: [Manager/Supervisor Title]
Key Responsibilities1. General Administrative Support
- Serve as the first point of contact for clients and visitors, handling inquiries via phone, email, and in person with professionalism.
- Manage calendars, meetings, and appointments for executives and team members.
- Maintain accurate records of client projects, translations, and assignments.
- Organize and manage digital and physical filing systems for secure storage and easy retrieval.
- Perform data entry and update client/project details in CRM tools or databases.
- Assist departments (marketing, accounting, etc.) with administrative tasks as needed.
- Coordinate travel arrangements, logistics, and event support.
- Handle mail, courier services, and document scanning/copying.
2. Desktop Publishing & Document Accessibility
- Prepare, format, and optimize documents (PDFs, Word, PowerPoint, Excel) to meet accessibility standards (WCAG, PDF/UA, Section 508).
- Use Adobe Acrobat, InDesign, Photoshop, and Microsoft Office Suite to:
- Create, review, and remediate documents for assistive technologies.
- Ensure proper structure, tagging, metadata, and reading order.
- Collaborate with designers and content creators to align documents with brand and accessibility guidelines.
- Support multilingual/localization projects using CAT tools (e.g., Trados) as needed.
- Proofread and audit documents for accuracy, consistency, and compliance.
3. Office & Resource Management
- Monitor and replenish office supplies, equipment, and software licenses.
- Coordinate with vendors for equipment maintenance/repairs.
4. Market Monitoring & Competitor Analysis
- Research trends in language services, DTP tools, and accessibility standards.
- Track demand for language pairs and industry sectors (legal, medical, technical).
5. Finance & Reporting
- Generate invoices, track payments, and manage project expenses.
- Prepare weekly reports on project progress, revenue, and team performance.
6. Compliance & Confidentiality
- Handle sensitive information with discretion, adhering to company policies and Egypt Labor Law.
- Ensure compliance with data protection and regulatory requirements.
Required QualificationsEducation & Experience
- Bachelor’s degree in Business Administration, Graphic Design, Languages, or related field (or equivalent experience).
- 1–3 years of experience in administrative support and/or DTP roles (experience in translation/localization is a plus).
Technical Skills
- Advanced proficiency: Adobe Acrobat, InDesign, Photoshop, Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience with CRM systems (e.g., Salesforce, Zoho) and collaboration tools (Google Workspace, Slack, Trello).
- Knowledge of accessibility standards (WCAG, PDF/UA) and document remediation.
- Familiarity with CAT tools (e.g., Trados) is an advantage.
Soft Skills
- Fluent English (written and verbal); additional languages are a plus.
- Exceptional organization, time management, and multitasking.
- Attention to detail and problem-solving abilities.
- Professionalism, discretion, and adaptability in a fast-paced environment.
- Strong team collaboration and customer service orientation.