Administrative
Executive Assistant
Malia Group
Full-time, Executive
Remote: No
Company Description
Malia Group is a multifaceted group of 25 companies that are leaders in 6 sectors including: Industries, Consumer Goods Distribution, Technology Solutions, Fashion, Engineering & Contracting, and Hospitality & Real Estate. With a direct presence in Lebanon, Iraq and the UAE, our purpose is to ensure excellence in the creation, production, and the timely delivery of goods and services.
Job Description
Job Purpose
- Responsible for providing high-level administrative support and acting as a liaison between executives and internal/external stakeholders.
- Responsible for the coordination and execution of the Group's business trips arrangements.
- Perform duties in accordance with Malia Group Policies and Procedures
Duties And Responsibilities
On Office Management and Administrative Assistance
-Efficiently coordinate the Chairman’s daily agenda, schedule meetings, manage conference room equipment ensuring a welcoming environment for guests, while coordinating with the Chairman's personal driver when needed
-Attend meetings when needed and meticulously draft minutes; ensure prompt distribution to relevant stakeholders
-Efficiently manage all aspects of the Chairman's correspondence to ensure timely and accurate communication
-Ensure timely replies to incoming emails, coordinating with other departments or external contacts as necessary
-Prepare upon request written communications, such as letters, memos, and reports, ensuring they meet the Chairman's standards
-Oversee event planning and execution, including guest listing, invitation dispatch, and event logistics
-Maintain an up-to-date and organized filing system for corporate and personal data, ensuring quick and easy access to documents
-Oversee the issuance and procurement of supply requests, ensuring all expenses are validated and approved by concerned
-Ensure the timely renewal and management of all personal cards and permits for the Chairman & CEO, maintaining compliance with relevant regulations
-Address queries and requests from internal and external stakeholders professionally and promptly
Manage privileged information with discretion and integrity
On Travel Management
-Efficiently handle all Malia Group business trips bookings while optimizing travel schedules and expenses
-Coordinate comprehensive travel itineraries, including flights, accommodations, and ground transportation
-Maintain strong relationships with travel vendors to secure the best rates and services
-Ensure full compliance with travel policies & procedures
Job Qualifications
Education
Bachelor's Degree in Business Administration
Experience
Minimum 3 years of proven experience in any related field