Executive Secretary

Beirut, Lebanon

Job Summary

The Executive Assistant is responsible for providing comprehensive administrative and executive support to the Beirut Family Office Director and managing the personal affairs and administrative requirements of the Baalbaki family. The role involves coordinating executive schedules, travel arrangements, visitor programs, official documents, correspondence, and business files, while ensuring the proper organization, confidentiality, and safekeeping of family records and archives.

Key Responsibilities

Family Office & Personal Affairs Management

Manage family personal files, including scheduling, travel planning, reservations, and event arrangements.
Follow up on official documents, including visas, passport renewals, and other administrative requirements.
Maintain, organize, and ensure the safekeeping of family official files and documents.
Develop, organize, and maintain Dr. Baalbaki's archives and the Family Office room.

Executive & Visitor Program Coordination

Executive Program Management

Coordinate executive schedules, meetings, and daily plans.
Liaise with relevant parties to arrange and coordinate meetings.
Arrange airline tickets, hotel reservations, transfers, and restaurant bookings.
Manage calendars, provide timely reminders, and ensure step-by-step coordination of executive activities.

Visitor Program Coordination

Organize and coordinate travel programs for company visitors.
Arrange airline tickets, visas, accommodation, transportation, meeting schedules, and other related requirements.
Ensure smooth coordination of visitor itineraries and logistical arrangements.

Correspondence, Business Files & Administrative Support

Manage incoming correspondence and inboxes, including responding to inquiries and directing communications when necessary.
Handle incoming telephone calls and emails professionally and ensure timely follow-up.
Organize and maintain business files, electronic records, and computer inboxes.
Provide comprehensive administrative support to the Beirut Family Office Director in carrying out assigned tasks and achieving objectives.
Handle various administrative and coordination tasks as required.

Requirements & Qualifications

Bachelor's degree in Business Administration, Management, or a related field.
5–7 years of relevant experience in executive assistance, personal assistance, or office administration.
Excellent organizational, time-management, and coordination skills.
Strong written and verbal communication skills in English and Arabic.
Proficiency in Microsoft Office applications and electronic filing systems.
High level of discretion, confidentiality, professionalism, and attention to detail.
Ability to manage multiple priorities and handle sensitive information.