Administrative Assistant - Reception & Client Support

About the role

An experienced Administrative Assistant is sought to manage front-desk operations, support the educational team and make sure clients have a positive experience from their first call to their follow-up visit. The ideal candidate has proven administrative experience, preferably in a clinic or centre setting, and is organised, discreet and comfortable in a fast-paced environment.

Key responsibilities

• Greet clients and visitors, check them in and direct them appropriately.
• Answer calls, messages and emails and handle inquiries promptly.
• Explain package details to potential clients and encourage them to join.
• Take appointments, book sessions and packages, and manage specialists' calendars by scheduling, confirming, rescheduling and cancelling.
• Prepare the next day's schedule, remind clients of their sessions and send a follow-up after a package is booked.
• Follow up with clients who have dropped out.
• Create, maintain and file accurate client records, keeping them confidential.
• Prepare, file and organise administrative documents, paper and electronic.
• Handle billing, invoicing, payment collection and send invoices to clients.
• Send broadcast messages about events, prepare event posters, monitor and order supplies, handle money change and liaise with vendors.
• Support staff with correspondence and reports, keep the reception clean and tidy, and follow policies, privacy standards and health and safety rules.

Required profile

• Minimum 3 years of experience in administration, accounting or a receptionist/office support role; clinic or healthcare experience strongly preferred.
• High school diploma or relevant work experience; an associate or bachelor's degree in business administration or a related field is an advantage.
• Fluency in Arabic and English required (French is a plus).
• Ability to work flexible hours, including the PM shift.

Required skills

• High proficiency in Microsoft Office (Word, Excel, Outlook).
• Comfort learning clinic management or booking software.
• Excellent written and verbal communication, strong organisation and attention to detail.