Objectives of this role
• Support the Managing Director to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

Responsibilities
• Manage professional and personal scheduling for Managing Director, including agendas, mail, email, phone calls, client management, and other company logistics.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Provide administrative and office support, and maintenance of filing system and contacts database.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications and plan events, both internal and off-site.
• Follow up on corporate Legal papers and renewal dates.
• Follow up on Board Meetings and deadlines and renewal dates and details.
• Handle corporate Contracts and their renewal.
• Prepare and handle Bank files and the authorization letters, bank guaranties and their renewal.
• Handle communications and prepare letter for the needed formalities with the ministry of transportation.
• Prepare executive management letters and correspondences and follow up on relative replies.
• Handle services agreements and assure are always up to date.
• Contact third parties for services and support whenever needed
• Follow up on legal documents and their renewals for the expats.
• Handle and maintain the files for the executive management office
• Assure collection and delivery of regular management reports to be delivered to the Managing Director.
• Handle and schedule meetings for revenue and productivity and comparative per year/cycle.
• Handle customer service replies whenever needed
• Tickets and travel coordination and issuance.
• Follow-up on Visas processing.
• Follow-up on accommodation processing.
• Handle legal advisors’ files, renewal, and fees.
• Retrieve, check and control monthly telephone reports.
• Control and release Purchase Orders and documents processing and validation before being sent to the Managing Director office for signature.
• Follow up with banks and financial institutions for various requisitions and processing
• Handle the General Services department supervision.
• Control the general purchases stock.
• Weekly meeting scheduling
• Handle personal issues related to the Managing Director.
• Dispatch invoices assuring all backup documents and confirmations available.
• Dispatching of Managing Director emails received for the needed processing.
• Use of the corporate credit card and the allocation of cost whenever asked for.
• Handle minutes of meetings and follow-up on pending matters and reports the needed for the Managing Director.

Required skills and qualifications
• Minimum of 5 years of experience in an administrative role reporting directly to upper management.
• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.

Preferred skills and qualifications
• Experience in overseeing budgets and expenses.
• Experience in developing internal processes and filing systems.
• Legal background and/or experience is a huge plus