J Consult, an HR and Recruitment consultancy agency teaming up with a client, is in search for an experienced "Executive Assistant to CEO" for their offices in Beirut, Lebanon.

Working hours: Mondays to Fridays from 9:00 AM to 5:00 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:

• Minimum of 10 years as an Executive PA
• A Bachelor's degree
• Excellent English communication skills both verbally and in writing
• 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