Executive Assistant

PURPOSE OF POSITION To assist and support the National Director and the Leadership team in the efficient administrative management of World Vision Lebanon office. Coordinates and oversees the day to day varied and office administrative duties in support of the National director’s office. To act as the primary point of contact for both internal and external constituents, as well as assists and represents the National Director in communicating these constituents. To handles multiple incoming issues and concerns addressed to the National Director, as they arise.  MAJOR TASKS: Administrative support to WVL operations leadership (Dev and response) and other leadership team Coordinate the Leadership team calendar Maintain filing system ensuring confidentiality Follow-up with managers on deadline, commitments made, and actions taken as per the LT request Review, and process incoming and outgoing communication of the leadership team Organize and take minutes for OMT meetings, LT meetings, and response meetings in addition to other meetings as required Compile and circulate program key dates/events for the year  Visitors schedule coordination  Facilitate and arrange schedule and trips for visitors and key NO staff to the ADPs and other programs. Compile the list of visitors and follow up with the related manager on the visitor’s schedule. Share the visit’s schedule with related staff members Ensure that every visitor has access to an orientation package, and coordinate with the HR to ensure the package is up to date.  Follow up with security and Admin, and ensure that the visitor have all required facilities in place including but not limited to security briefing, mobile phone, meals,transport, accommodation   Admin support to National director’s office Perform a variety of secretarial and admin tasks related to the ND’s office (i.e. Prepare payment orders, expense reports, organize the ND’s schedule etc.) Perform other Admin duties as assigned by the National Director Coordinate and organize board meetings in close collaboration with the ND Ensure proper documentation of the board meetings’ discussion Ensure legal documents are signed and up to date Provide support in coordinating the transition process in becoming a Fully Interdependent Office Knowledge and Skills Broad knowledge of program types within the World Vision pillars of transformational development, relief and advocacy. Commitment to life-long learning. Good knowledge of World Vision’s ministry, standards, ethos, philosophy of work, and core documents. Skills in data analysis using computer programs. Solid user of mainstream computer applications such as Lotus Notes, MS Word, Excel, Access, PowerPoint and high level of Web-literacy. Self-starter with the ability to work in a team environment. Excellent analytical/problem solving skill and detail orientation. Ability to effectively manage multiple activities or projects of varying complexity with conflicting priorities involving cross-functional team members and aggressive time constraints. The ability to produce clear and well organized documents. Fluency in English and Arabic with strong communication skills (oral and written). Commitment to and understanding of transformational development among the poor. Excellent presentation and communication skills. Understanding of programme and project reporting requirements. Good administrative and interpersonal skills A full commitment to World Vision’s core values and mission statement. Full adherence to World Vision Lebanon Child Protection, Code of Conduct and Conflict of Interest policies. Full Adherence to security protocols