Executive Assistant to CEO

Client of Hirelebanese

Calendar & Scheduling

• Oversee the scheduling, planning, and coordination of meetings, ensuring agendas, logistics, and documentation are efficiently managed.
• Provide day-to-day personal assistance and manage complex tasks with total independence.
• Keep track of tools, calendars, checklists, and internal processes.
• Manage a dynamic and often-changing calendar across multiple time zones.
• Anticipate scheduling conflicts and proactively resolve them.
• Coordinate internal and external meetings, calls, and travel with precision.

Email & Communications Support

• Oversee all communications related to committee and board meetings, ensuring clarity, timeliness, and confidentiality.
• Ensure accurate documentation, issuance, and dissemination of decisions from the Board and Committees, and follow up on their implementation.
• Maintain and organize templates, presentations, and internal folders.
• Establish reporting mechanism between different business entities & CEO s office
• Help triage high-priority items and ensure timely follow-ups.
• Monitor, draft, and manage executive correspondence as needed.

Travel & Logistics

• Coordinate complex domestic and international travel itineraries.
• Handle hotel, transportation, visa, and other travel arrangements.
• Prepare detailed travel briefs and post-travel reports if needed.
• Design and oversee travel itineraries arrangements including flights, hotels

Meeting Prep & Follow-Up

• Prepare agendas, briefing materials, and presentations for meetings.
• Attend meetings when required to take notes, Minutes of Meeting (MOM), and track action items.
• Maintain an efficient action-tracking system, ensuring timely follow-ups with internal and external stakeholders.
• Prepare briefings and ensure clean documentation.
• Ensure post-meeting follow-ups are completed or delegated.
• Supervise the preparation, review, and consolidation of meeting memoranda, supporting materials, and executive summaries.
• Attend all key meetings (both virtual and in-person), take detailed notes, and track all action points
• Collaborate with Head of departments (HODs) in program management of various organization-level initiatives.

Confidential & Personal Support

• Handle confidential information with discretion and maturity.
• Handle sensitive matters and documents with absolute discretion.
• Support occasional personal logistics or concierge-style requests as needed.

Operations & Project Support

• Identify, strategize & execute the initiatives and special projects as directed by the CEO.
• Act as a liaison between the CEO and external agencies regarding operations, project updates.
• Assist with light project management, vendor coordination, and event planning when needed.
• Serve as a liaison between the executive and internal teams or external stakeholders.

Reception & Office Coordination

• Greet visitors and manage the front desk professionally and courteously.
• Handle incoming calls, emails, packages, and documentation.
• Maintain the reception area and ensure it's always presentable.
• Support general office administrative tasks (supplies, logistics, meeting rooms).
• Coordinate courier services, deliveries, and corporate hospitality.
• Maintain contact lists, directories, and visitor logs.

Education & Skills required:

• Bachelor s degree in Business Administration, Secretarial Studies, or a related field.
• 2 7 years of experience in a similar dual-role.
• Excellent communicator in written and verbal form.
• Analytical thinking capabilities
• Prior experience supporting C-level executives is highly preferred.
• Proficient in MS Office (Outlook, Excel, PowerPoint, Word).
• Bilingual (English is mandatory; Arabic or French is a plus).
• Exposure in business analytics and reporting is a plus.
• operating independently and solving problems on the fly.

Qualifications & Experience:

• Immediate availability.
• Excellent written and verbal communication skills.
• Strong organizational, analytical thinking capabilities, and attention to detail.
• High level of discretion, professionalism, confidentiality, and emotional intelligence.
• Customer service orientation with a pleasant and polished demeanor.
• Proven ability to multitask, pr