Executive Pa To The Managing Director/founder

Role Overview This role sits within World House of Lebanon. You will be based in Beirut. You will report directly to the Managing Director/Founder and interface closely with her on a day to day basis supporting all current and future activities. You will have to coordinate Founder's work with all partners, provide admin and operational services to her and release her from day to day administrative tasks in order to allow her to focus on the key strategic decisions. Responsibilities (to be assisted by an Administrative Assistant) Pro-actively controlling the Founder diary and schedule meetings, appointments and public speaking engagements. Ensuring efficient management of appointments diary and meeting schedule, including timing, priority setting, agenda preparation and document preparation – this could involve donors, partners, employees, civil society, governmental and diplomatic figures, … Assisting the Founder to manage strategic relationships with the above stakeholders ensuring that a detailed Relationship Management Strategy is created and executed effectively Ensuring the Founder is always in the correct place on time with all relevant papers and information required - preparing a briefing schedule Managing the incoming mail, overseeing the received correspondence and allocating items. Filtering mail on behalf of the Founder and presenting relevant items for her perusal - Screening large number of telephone calls, e-mails and letters by priorities Managing the team (administrative assistant, volunteers, etc.) dividing the tasks, organizing briefings/trainings and following up on input.  Drafting and sending correspondence, emails, letters to partners, core documents, presentations and reports and manage their distribution when required Monitoring daily media articles and screening all relative data regarding the Lebanese Diaspora, their right to vote, their stories, achievements, etc. Maintaining an updated database with all of the Founder’s local & international contacts Maintaining an updated database with potential invitees for future events Managing the social media and portal of the NGO if required Attending meetings with the Founder when required, taking Minutes of the Meetings and recording agreements and important actions – following these up and ensuring that they get done on time Collecting bids and quotations and archiving all bills and expenses Organizing traveling/hotels arrangements and events of Founder and Partners if required Assisting in the administrative / logistical arrangements for events organized by the NGO Sending invitations related to events and following up with confirmations when required Translating selected correspondence in English or in Arabic as circumstances require. Conveying messages and information clearly while respecting confidentiality Greeting guests and assist the Founder in PR Overseeing the office during the absence of the Founder Creating and maintaining personal records and filing systems for optimum ease of access Filing all the files of the Founder hard copies and soft copies: archive all the hard copy files into soft copies Identifying the need for stationery, office supplies, material and items needed and coordinates purchases and settlement of the Organization’s office expenses. Responding to and resolving a wide range of queries, leaving the Founder free to concentrate on only important matters Any other tasks within the competence of the staff as may be assigned by the Founder Qualities & Skills Required BA in Communication/Social Sciences or any other related fields with relevant experience. A graduate degree is a plus.  Excellent formal and informal communication skills Excellent writing skills in English and Arabic. French is a plus. Excellent presentation skills and excellent with PowerPoint, Word and Excel Excellent IT knowledge and Computer Skills Experience in dealing with government officials and diplomatic community preferred A completer/finisher – gets things done Ability to work in stressful situations Ability to meet multiple deadline High degree of integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; initiative & direction; interpersonal skills; self-management; resilience & patience Willingness and ability to work within established policies & procedures Willingness to work extra hours (remunerated) as needed Attention to detail & ability to respect the environment around the Founder A people person who builds and maintains relationships effectively The utmost discretion in all matters ensuring that confidential information is protected at all times Very organized, disciplined, able to plan, deliver, measure progress & manage cost A very good sense of humor and a big smile Business style dress code Flexible in her schedule