Executive Assistant

Job reference 
160 / 1160
Field of requested position 
Administration
Company activity type 
Job location 
Beirut-Lebanon
Age bracket 
Minimum 25
Gender 
Female
Education 
BA
Years of experience 
4 to 5 yeasrs in office management
Languages 
English , French and Arabic
Special skills 

- Competency in use of Microsoft Office especially Excel and Power Point
- Takes the initiative to provide support to staff
- Asks questions to identify the needs & priorities
- Works hard to provide an efficient and effective service to others
- Able to judge the relative priority of different tasks or information
- Actively maintains effective working relationships
- Direct and assertive and confident in communicating with others
- Stays calm when dealing with a range of demands
- Can generate ideas to improve the planning and organization of time and work
- Speed, accuracy and attention to detail
- Strong attention to details
- Pro-active attitude
- Committed, open, “Can do” attitude

Tasks and duties 

- Office Management Duties:
- Arrange cost effective purchase of office equipment’s, stationary, consumables, etc. as per the requirement of the office and ensure its timely
distribution
- Maintain good working relationship with suppliers to ensure long-time commitment from them to give the company the best corporate rates
- Arrange for cafeteria services and office cleaning services
- Undertake and manage printing as well as ordering of various offices stationary
- Manage and handle business couriers both incoming and outgoing
- Handle sensitive and/or confidential information and/or documentation with appropriate discretion and regard for the physical security of associated paperwork and electronic files
- Facilitate the best rates with hotels and airlines, making sure that it is within budget
- Monitor & track holidays and other leave days of all employees
- Receptionist Duties:
- Answer incoming calls in a professional manner at all times; receive and correctly route incoming calls, take and distribute accurate messages in order to ensure smooth operations both internally and externally
- Greet visitors and determine the nature of their visit; alert appropriate party of visitor arrival or direct visitors to appropriate office, department or employee
- Respond to routine inquiries from internal or external sources, for example on the organization’s location, hours of operation, phone numbers, or email address. Book flights and hotel for business trips of employees
- Arrange for internal meetings/conferences/workshops and other events, as required, including inbound visa
- Check travel-related, hotel and courier invoices and liaise with Finance Department for payment
- Maintain and file all office/administration documents. Ensure proper archiving
- Assistant to the Country Manager duties:
- Responsible for all travel & accommodation arrangements of the Country Manager and executive business guests
- Organize meetings and conferences
- Manage the Country Manager’s appointments

KPIs:
- 90% of incoming calls are answered and voice messages are attended and actioned.
- Efficiency and effectiveness in performing day-to-day activities; balance between quality and quantity of tasks performed.
- Achievement of cost efficiency in relation to travel, office equipment, office supplies, and other purchases.
- Complete success of meetings/conferences/events organized.
- Satisfaction of the Country Manager and Management team with:
- Quality of service, advice and guidance on people issues.
- Contribution to smooth running of the office.
- Travel and accommodation arrangements.
- Make appropriate recommendations to the Country Manager concerning suitable decisions / actions / preparations.
- Feedback from Companies employees on quality of service.
- Strong internal customer feedback on level of service.
- Smooth coordination of interviews and meetings
- High level of accuracy when producing documents and maintaining records (filing)
- Discreet handling of highly confidential and/or sensitive situations and information
- Timely and accurate delivery of tasks
- Manage deadlines effectively
- Pro-active communication
- Smooth coordination of all travel, accommodation & meetings arrangements
- Display flexibly & reliability

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