Administrative Assistant

About the role

The Administrative Assistant supports the External Affairs Department at MBN, a premier Arabic-first media organization. The role involves providing administrative, logistical, and operational support to the Director of External Affairs and departmental staff. Key responsibilities include coordinating schedules, supporting special events, managing communications, maintaining stakeholder records, and assisting with various projects and initiatives.

Responsibilities

• Provide administrative support to the Director of External Affairs and departmental staff.
• Cook up calendars, meetings, conference calls, and travel arrangements.
• Prepare meeting agendas, briefing materials, correspondence, reports, and presentation materials.
• Maintain departmental files, contact databases, stakeholder lists, and other records.
• Aid in planning and logistics for meetings, conferences, live events, receptions, and the MBN Salons series.
• Coordinate invitations, RSVPs, guest communications, and event registration.
• Prepare expense reports, purchase requests, and other administrative documentation.
• Monitor departmental email accounts and assist in responding to routine inquiries.
• Support media outreach, government relations, and stakeholder engagement activities by preparing mailing lists, assembling briefing packets, and coordinating follow-up communications.
• Track project deadlines and assist in coordinating multiple initiatives simultaneously.
• Maintain inventories of promotional materials and event supplies.
• Aid in research projects and compile background information as requested.
• Cook up with other MBN departments to facilitate meetings, events, and special projects.

Requirements

• Candidates must have an Associate's or Bachelor's degree or equivalent work experience.
• Two or more years of administrative or office support experience, preferably in government, media, nonprofit, communications, or public affairs.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional demeanor with excellent customer service and interpersonal skills.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

The following qualifications are a plus:

• Experience supporting executives or senior leadership.
• Experience coordinating meetings, conferences, or special events.
• Familiarity with customer relationship management (CRM) or stakeholder database systems.
• Interest in media, public affairs, international relations, or government relations.
• Experience working in a nonprofit, media organization, government agency, or policy environment.

Qualifications

• Associate's or Bachelor's degree or equivalent work experience.
• Two or more years of administrative or office support experience, preferably in government, media, nonprofit, communications, or public affairs.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional demeanor with excellent customer service and interpersonal skills.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

Benefits

MBN offers a competitive benefits package that includes health insurance, retirement plans, paid time off, and professional development opportunities.

Pay

Competitive salary commensurate with experience.

Schedule

Full-time position with flexible hours to accommodate the needs of the department and the individual.

Skills

• Microsoft Office Suite proficiency.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional demeanor with excellent customer service and interpersonal skills.
• Ability to handle confidential and sensitive information with discretion.

Benefits

• Health insurance.
• Retirement plans.
• Paid time off.
• Professional development opportunities.

Pay

Competitive salary commensurate with experience.

Schedule

Full-time position with flexible hours to accommodate the needs of the department and the individual.

Company Information

MBN is an equal opportunity employer committed to workforce diversity.