Marketing

Executive Assistant (experienced hire)

Phoenix Offshore

Beirut, Beirut Governorate, Lebanon
Full-time, Mid-Senior Level
Remote: Yes
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Company Description

Phoenix Offshore is an organization that connects U.S. businesses with Lebanese talent across various services, and in this case, we are recruiting Lebanese talent for a privately held & Lebanese-owned insurance agency headquartered in Washington, DC. As an all-lines insurance broker, they have been serving domestic and international communities with success since 1970. They offer a wide range of insurance products and risk management services, including Embassies & Diplomatic Missions, Commercial, Life and Disability, Employee Benefits, and Private Clients. Given that the agency is client-focused, customer experience is at the top of its priorities. The client's most valued asset is its people. Finding the right people is vital to providing a great customer service experience. Their human capital is their competitive advantage; it is what truly separates them from what the competition views as the industry standard for customer service. As recipients of the GOLD Stevie Award for Best in Customer Service, their standards for providing the best customer experience are extremely high. This position offers ample training and the opportunity to join an exceptional American firm that is expanding its international presence.

Job Description

The Executive Assistant’s responsibility is to support the Commercial Risk Practice Leader (PL) in a timely, efficient, personalized, and professional manner. This candidate must be highly organized, proactive, and detail-oriented with strong communication skills. The role requires the ability to manage multiple priorities, maintain confidentiality, and act as a liaison between the Practice Leader and other executives, employees, and external partners.

Responsibilities

Administrative 

  • Manage the PL’s calendar, schedule meetings, and coordinate travel arrangements.
  • Prepare and edit correspondence, emails, reports, presentations, and other documents.
  • Handle phone calls, emails, and other communications on behalf of the PL.
  • Keep the PL well informed of upcoming commitments and responsibilities.
  • Research and follow up on issues and concerns addressed to the PL. Work closely
  • with them to determine an appropriate course of action or response.
  • Prepare status reports for the PL by gathering, analyzing, and summarizing data,
  • reports, and relevant information.
  • Manage and complete monthly expense reports in SAP Concur.

Meeting and Event Coordination

  • Organize and coordinate meetings, conferences, and special events.
  • Prepare the PL for internal and external meetings (documents and briefings).
  • Prepare agendas, take minutes, and follow up on action items.
  • Ensure all logistical details are handled effectively.

Project Management

  • Assist with planning and executing projects and initiatives.
  • Monitor project timelines and deliverables, providing status updates as needed.
  • Coordinate with various departments and individuals to ensure project goals are met.
  • Submit project deliverables and ensure that they adhere to quality standards.

Confidentiality and Discretion

  • Manage sensitive information with the utmost confidentiality.
  • Handle confidential communications and documents.

Liaison

  • Serve as a point of contact between the PL and other stakeholders, employees, and clients.
  • Facilitate communication between departments and external partners.

Service

  • Provide support in coordinating and managing certain aspects of client activities.
  • Assist in the Pre-Renewal process.
  • Assist with New Business online quoting workflow.
  • Assist with billing retrieval and follow up with clients for payments and documentation.
  • Assist with documentation.
  • Follow-up with carriers for acknowledgement, status, and potential escalation for pending claims on behalf of PL.
  • Provide general administrative support from client filing, record keeping, customer service, and binding of documents to high level presentations using Microsoft Publisher and PowerPoint.

PLEASE READ: This is a full-time position with an expectation to be online and available from 8:30 AM to 5:30 PM EST (15:30 to 00:30 Beirut Time) Monday through Friday. This role has a salary of $1300/month.

Job Qualifications

Education:

  • Associate's degree or relevant certification preferred.
  • Minimum 3 years of experience in an administrative role or similar position.

Skills:

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong organizational and multitasking abilities.
  • Excellent English written and verbal communication skills.
  • Ability to work independently and as part of a team.
  • Tech-savvy individual with a proven track record of integrating technology to solve problems, work efficiently, and streamline processes.

Attributes:

  • Detail-oriented with a strong focus on accuracy.
  • Professional demeanor and appearance.
  • Ability to handle sensitive and confidential information with discretion.
  • Forward-looking thinker, who actively takes the initiative and proposes solutions.
I'm Interested