Secretary and Administrative Assistant

About the job Secretary and Administrative Assistant

Job Title: Secretary and Administrative Assistant

Location: Spire Hub Business Incubator, Seef
-Bahrain

Spire Hub is a dynamic business incubator designed to support and nurture startups and growing businesses. We are looking for a detail-oriented and proactive Secretary and Administrative Assistant to manage daily administrative tasks and provide essential support to the management team and our member businesses. The ideal candidate will ensure smooth operations of the office while delivering excellent customer service to internal and external stakeholders.

• Serve as the first point of contact for Spire Hub, greeting visitors, managing phone calls, and handling correspondence (emails, letters, packages).
• Manage daily schedules, appointments, and meetings for senior management.
• Prepare and distribute meeting agendas, take minutes, and follow up on action points.
• Maintain an organized filing system for both physical and digital documents, ensuring confidentiality where necessary.
• Assist with preparation of reports, presentations, and documentation for various business activities.
• Support management in coordinating events, workshops, and incubator programs.

• Oversee the general upkeep of the office, ensuring a clean and professional work environment.
• Maintain office supplies inventory, placing orders as necessary and ensuring all equipment is functioning properly.
• Manage the office calendar, including booking meeting rooms and common spaces for internal and external events.
• Coordinate with vendors, suppliers, and service providers to ensure smooth daily operations.
• Handle incoming and outgoing mail and packages efficiently.

• Assist in maintaining relationships with Spire Hub members, addressing inquiries, and providing ongoing support to their administrative needs.
• Help facilitate communications between startups, mentors, and external stakeholders as part of the incubator's ecosystem.
• Manage and update databases of clients, partners, and other stakeholders.

• Assist in basic bookkeeping tasks, including processing invoices, expense reports, and petty cash management.
• Coordinate with the finance team for payroll, billing, and other financial tasks.
• Maintain accurate records of financial transactions and ensure timely submission of reports.