executive assistant | Beirut

On demand
Posted on June 10, 2021 - 2 days ago - Beirut
On demand

executive assistant | Beirut

Job Description:
Executive Administration Assistant
The position of administration assistant consists of being responsible for providing administrative and clerical services in order to ensure effective and efficient operations.

• Perform administrative functions such as calendar scheduling, correspondence, incoming and outgoing telephone calls, filing, meeting agendas and meeting minutes.

• Manage electronic and paper files.

• Serve as liaison for the General Manager with, legislators, senior staff and others.

• Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

• Maintain confidence and protects operations by keeping information confidential.

• Maintain office supplies inventory by checking stock to determine inventory level.

• Manage and maintain the CEO’s diary, e-mail account, faxes & Post.

• Responsible for travel arrangements and hotel bookings.

• Coordinate with the different departments in order to ensure the continuity of the daily work procedures.

• Arranging Driver schedule to management, & control the time sheet for all staff.

• To supervise, schedule & follow-up.

• To attend normal office hours during which assigned responsibilities should be fulfilled
• Assist in presentation
• Daily check up on website & content, data.

In order to fill any missing data.

• Supervise and organize the office & back office (boxes, hard disk, files, tapes…)
• Search, Prepare, translate formats.

• Prepare & organize cv by title in order to report to HR.

Brief Description:
• Answering phones.

• Setting up meetings and appointments.

• Driver schedule.

• Mail.

• Faxes.

• Receiving people.

• Travel.

• Visas.

• Hotels.

• Follow up.

• Internet
• Office supplies.

• IT.

(UPS/Ant viruses/Generator)
• Make sure that the office is always clean & organized.

• Others.

Knowledge and Skills Required:
• Knowledge of office administration and bookkeeping procedures
• Ability to maintain a high level of accuracy.

• Excellent interpersonal skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Effective written communications, computer skills including the ability to operate spreadsheet and word-processing programs
• Stress management skills
• Time management skills
• Experience in office management.

• Experience in word/excel/PPT is a must/scheduling.

• Experience on writing memos.

• Experience working with managers.

• Need to be quick and can do multi-tasking.

• She will be handling multi companies.

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