Executive Assistant based in Lebanon - Part Time

RESPONSIBILITIES

Director support Manage all matters relating to the administration of the Executive Director's agenda and calendar and obligations according to good business practice and to enable the Executive Director to work efficiently and effectively and within allocated budgets.

Arrange and coordinate all aspects of internal and external meetings on behalf of the Executive Director.

Ensure efficient recording, dissemination of information and follow up. 

Prepare requisite details pertaining to external meetings by liaising with relevant people at external organizations regarding timings, agenda and other logistics.

Organise all aspects of EDs travel, including visa application and liaison with external agencies, NROs and other host organisations regarding logistics as required.

Ensure ED’s travel is communicated effectively to all concerned in order to ensure smooth transit and that time spent traveling is fully utilised.

Board and Governance responsibility Organize and co-organize with the ED Board meetings by proactively preparing time-sensitive and confidential material (e.g. meeting agendas, reports, spreadsheets, documents, and legal correspondence) 

Manage systematic archiving of all correspondence attached to governance procedures in line with constitutional requirements and within agreed timeframes.

Administrative systems Maintain administrative systems – including financial (specifically for ED and Supervisory Board members) – and ensure effective access to up-to-date information for the Executive Director and the Supervisory Board members.

Global interactions Work with Greenpeace International and various NRO’s related to all EDs/Board systems in place.

Other Any other duties, as appropriate to the post and as delegated by your line manager.

QUALIFICATIONS, SKILLS, AND EXPERIENCE

Education & Knowledge

● Bachelor’s degree required

Experience & competencies

• A minimum of 3 years of relevant experience as an assistant. 
• Proficiency in both spoken and written English.
• Excellent communication and interpersonal skills.
• Accurate, proactive, people-oriented and able to work under pressure.
• Ability and temperament to work with sensitive information.
• Good organizational skills 
• Knowledge of modern office procedures and office software.
• Ability to work independently on confidential tasks, compose effective correspondence.
• Problem-solving Attitude 
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Job-specific competencies

• Proactive approach, and experience working in a fast-paced environment with multiple priorities.  
• Ability to think, plan and organize under pressure and to set deadlines.
• Strong interpersonal skills: a confident communicator, able to exercise influence, discretion and confidentiality as needed.
• Relationship building: able to build and manage relationships with other departments and within the organization.