J Consult, an HR and Recruitment consultancy agency teaming up with a client, is in search for an experienced Executive Assistant for their offices in Beirut.
PLEASE READ CAREFULLY BEFORE APPLYING.
Working hours: Mondays to Fridays from 9:00 AM to 6:00 PM.
Responsibilities:
- Work closely with the CEO to keep him well informed of upcoming commitments and responsibilities and follow up appropriately
- Gatekeeper of CEO time, keeping him focused on his priorities
- Follow up on directives communicated by the CEO, monitor and report their progress
- Maintain calendars, organize and maintain diaries
- Organize and participate in meetings relating to the CEO's activities and responsibilities, taking concise minutes, and highlighting action points and decisions
- Deal with company incoming e-mails and courier services
- Answer telephone calls and handle them in appropriately by giving information to callers, taking messages, or transferring calls to other team members
- Prepare correspondence including e-mails, letters, memos, minutes of meeting, etc.
- Create and follow up on shipments on DHL/FedEx
- Take dictations, draft, and type them properly
- Produce documents, briefing papers, reports and presentations when requested
- Meet and greet clients and visitors
- Set up travel arrangements including dealing with travel agents, airlines, hotels, etc.
- Set up accommodation and entertainment arrangements for company visitors
- Set up and coordinate appointment schedules, meetings, and conferences
- Create, write, and distribute meeting agendas and minutes
- Attend meetings when necessary and write Meeting Minutes
- Perform clerical duties and operate office equipment such printers, copiers, etc.
- Set up and maintain paper and electronic filing systems
- Research and negotiate prices of goods, supplies and general services
- Purchase goods, general supplies and services as well as arrange payments
- Maintain office requirements including stationery, cleaning services, maintenance needs, pantry etc.
- Keep expense records and prepare expenses reports
- Maintain a high level of confidentiality under any circumstances
- Being a team player and cooperating with different team members
- Undertake any reasonable request as directed by the management
- Proactively identify issues and priorities
Qualifications:
- Excellent English communication skills both verbally and in writing, French a strong plus
- A Bachelor's degree
- Excellent command of English spelling, grammar and punctuation
- Strong command of Microsoft Office tools (Outlook, Word, Excel, PowerPoint)
- Ability to prioritize work and manage several tasks at any given time
- Ability to exercise accuracy and attention to details
- Strong planning and organizational skills
