ADMINISTRATIVE ASSISTANT

Job description

JOB OPPORTUNITY – ADMINISTRATIVE ASSISTANT

Department: Administration
Employment Type: Full-Time
Division: Head Office
Location: Erbil, Kurdistan Region
Reports To: Head of Division
Position Level: Assistant

Job Summary

We are looking for a reliable, organized, and detail-oriented Administrative Assistant to provide day-to-day administrative and clerical support and ensure the smooth and efficient operation of the office.

The successful candidate will be responsible for document preparation and management, correspondence, filing, meeting support, office organization, and assisting staff and management with routine administrative requirements.

Key Responsibilities

1. Daily Office Administration

- Manage filing, printing, scanning, photocopying, and document distribution.
- Answer and professionally direct phone calls, emails, and general correspondence.
- Monitor office supplies, stationery, and basic office equipment.
- Assist staff and management with daily administrative requests.
- Keep shared office resources and work areas organized.

2. Letters & Business Correspondence

- Draft, type, format, and distribute official letters, memos, notices, and reports.
- Review spelling, formatting, dates, reference numbers, and attachments before issuing documents.
- Maintain accurate records of incoming and outgoing correspondence.
- Use approved templates and maintain consistent professional formatting.

3. Document & File Management

- Create, name, save, organize, update, and archive electronic and physical documents.
- Maintain clear and organized folder structures for easy document retrieval.
- Convert, combine, print, scan, and copy documents as required.
- Protect confidential information and share documents only with authorized personnel.
- Maintain the latest approved document versions and remove duplicate copies when instructed.

4. Meeting & Schedule Support

- Arrange meetings, appointments, and basic schedules.
- Prepare agendas, attendance sheets, documents, and presentation materials.
- Take meeting minutes when required and distribute them to relevant staff.
- Follow up on routine administrative action points.

5. Records & Reporting

- Maintain accurate office and administrative records.
- Update trackers, contact lists, correspondence registers, and routine reports.
- Collect information from departments for monthly or periodic summaries.
- Ensure all information is complete, accurate, and handled confidentially.

Qualifications & Experience

- Diploma or Bachelor’s degree in Business Administration, Office Administration, or a related field is preferred.
- Previous experience in administration, office support, reception, or document handling is preferred.
- Good knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
- Ability to operate printers, scanners, photocopiers, and standard office equipment.
- Good written and verbal communication skills in English and Kurdish or Arabic.

Key Skills & Competencies

- Strong organization and filing skills
- Professional communication
- Document preparation and formatting
- Excellent attention to detail
- Time management
- Confidentiality and discretion
- Microsoft Office proficiency
- Teamwork and reliability
- Accurate record keeping
- Ability to follow instructions and meet deadlines

Working Approach

The Administrative Assistant is expected to be helpful, organized, accurate, professional, and dependable. The successful candidate must maintain confidentiality, communicate clearly, demonstrate attention to detail, and provide timely and effective support to the office team.

How to Apply

Interested candidates are invited to send their updated CV to:

📧 hrerbil2026@gmail.com

Email Subject: Administrative Assistant