Executive Secretary/ Admin Assistant

Job reference 
442 / 1233
Field of requested position 
Administration
Company activity type 
Job location 
Beirut - Lebanon
Age bracket 
25 to 35
Gender 
Female
Education 
BA
Years of experience 
3-5 years
Languages 
English , arabic and French
Special skills 

- Discreet
- Social
- Presentable

Tasks and duties 

- Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities
- Including receiving and handling information. Prepare and manage correspondence, reports, and documents
- Organize and coordinate meetings, conferences, travel arrangements including visa procedures, accommodation, taxi and entertainment arrangements
- Maintain schedules and calendars - Arrange and confirm appointments
- Receive and handle incoming mail and other material
- Perform general clerical duties to include but not limited to: photocopying, faxing, scanning, mailing, and filing
- Maintain hard copy and electronic filing system - Set up and maintain filing systems
- Collate information
- Maintain databases
- Communicate verbally and in writing to answer inquiries and provide information
- Liaison with internal and external contacts
- Coordinate the flow of information both internally and externally
- Manage office space
- Communicate with Office Dispatcher the day by day schedule
- Sign for UPS/Fed Ex/DHL/Libanpost packages
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies
- Prepare and dispatch greeting cards (Adha, Fitr, Christmas & New Year)
- Keep records of staff Taxi trips, International dialed calls
- Assist GM Assistant and Procurement Officer
- Other miscellaneous requests within the same scope of work

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