A leading Telecommunications Company in the MEA region is looking for an Executive Assistant to support the CEO and COO with high-level administrative, organizational, and confidential tasks. This role serves as the primary coordination point between both executives, managing their schedules, prioritizing communications, and ensuring smooth daily operations. The Executive Assistant will also provide essential support to the Board by organizing, preparing, and documenting Board and Committee meetings.
Responsibilities
- Efficiently manage the CEO and COO’s calendars and appointments, ensuring adherence to schedules, resolving conflicting demands, and handling matters swiftly and proactively.
- Draft clear, polished, and professional emails and letters for various occasions and announcements.
- Serve as a liaison between the CEO/COO and both internal teams and external contacts, ensuring effective follow-up and nurturing long-term professional relationships.
- Organize and coordinate conference calls and meetings, both internally and externally, taking care of all related logistics, including room reservations, catering, and technical arrangements.
- Prepare, coordinate, and circulate meeting agendas, minutes, and all supporting documentation for Board and Committee meetings. Ensure the CEO and COO are well-prepared with the materials and information they need to lead or attend such meetings.
- Maintain a meticulous and efficient filing system for fast and easy retrieval of information.
- Communicate regularly with group offices, handling sensitive information with the utmost confidentiality and professionalism.
- Uphold a high level of discretion and confidentiality in all aspects of the role.
- Act as the main point of contact between the CEO/COO and Board members, representing them in communications with donors and high-level external figures.
- Oversee the scheduling of Board meetings, attend and take minutes during sessions, and ensure official records are accurately maintained.
- Monitor deliverables and follow up on tasks and documents requested by the CEO/COO, ensuring timelines are met.
- Coordinate interdepartmentally to follow up on project deliverables and pending reports on behalf of the CEO/COO.
- Arrange complex travel plans tailored to the specific preferences and needs of the CEO/COO and their companions, preparing organized travel portfolios and remaining on-call to handle last-minute changes or cancellations.
- Conduct research and gather data as needed to produce well-prepared documents, briefing notes, spreadsheets, and reports.
- Manage invoices and receipts, coordinate payments with the Accounting Department, and prepare expense reports upon request.
- Safeguard personal and identification documents for the CEO/COO, including passports, IDs, insurance and bank cards.
- Provide support in managing the personal and family commitments of the CEO/COO, when needed.
- Facilitate internal communication within the company and among senior management.
- Handle external communication with legal advisors, clients, travel agencies, hotels, insurance providers, banks, suppliers, personal contacts, and representatives from the public and governmental sectors.
Qualifications
- Education: Bachelor’s degree in Business Administration or a related field is required.
- Experience: A minimum of 5 years of experience in a similar role providing executive-level support.
- Proven ability to represent the CEO/COO’s office with professionalism and to build positive, collaborative relationships with colleagues, Board members, external partners, and the broader public.
- Strong discretion, integrity, and sound judgment in handling confidential information and documents.
- Demonstrated ability to work independently and meet tight deadlines under pressure.
- Languages: Fluent in English, French, and Arabic.
- Technical Skills: Highly proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook), and familiar with Adobe Photoshop and other relevant tools.
Location
- Beirut, Lebanon