Administrative Assistant

JOB TITLE: Administrative Assistant

LOCATION: Beirut

ABOUT ABAAD

ABAAD – Resource Centre for Gender Equality is a UN ECOSOC-accredited organization that aims to achieve gender equality as an essential condition to sustainable social and economic development in the MENA region.

JOB PURPOSE:

We are looking for a multi-tasker with excellent verbal and written communication skills. The position entails a variety of clerical and administrative tasks, including assisting management and all visitors by handling office tasks, providing polite and professional assistance via phone and e-mail, and making reservations or travel arrangements.

REPORTING LINES:

Post holder reports to:  ABAAD Founder & Director

KEY RESPONSIBILITIES:

- Screening phone calls and routing callers to the appropriate party.

-Cover the reception desk, greet and assist visitors.

- Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.

- Handling office tasks, such as filing, generating reports and presentations, setting up for meetings.

-Providing real-time scheduling support to ABAAD management by booking appointments and preventing conflicts.

- Maintain & ensure digital regular updating of contact lists.
- Produce and distribute correspondence memos, letters, faxes and forms.
- Take accurate minutes of meetings when needed.

REQUIRED SKILLS AND EXPERIENCE

Bachelor Degree in Business Administration

Two years of experience as a receptionist, assistant or secretary

Excellent communication and interpersonal skills

Fluency in spoken and written English and Arabic. French is a plus

Proficient in MS Office

COMPETENCIES

Calm in stressful situations

Strong organizational and problem-solving skills

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and accuracy

Flexible and pro-active attitude