Office Assistant

Office Assistant Terms Of Reference

1. Position Title: Office Assistant

2. Reporting To: Office Manager

3. Location: Lebanon – Sin El Fil

4. Salary: 400 – USD

5. Working hours: Monday to Friday 8:00 am till 5:30 pm

6. Application: kindly send your cover letter and curriculum vitae in a pdf format to management@devurbus.com by 30 December, 2023.

7. Objective: The Office Assistant provides comprehensive support to the Team, ensuring efficient operation of the office and effective handling of sensitive and complex administrative tasks.

8. Key Responsibilities:

a. Administrative Support: Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements. Handle correspondence, prepare reports, and maintain filing systems.

b. Communication Management: Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Executive. Manage incoming calls and emails, responding appropriately.

c. Meeting Coordination: Organize and coordinate executive meetings. Prepare meeting agendas, provide necessary documentation, and take minutes.

d. Document Preparation and Management: Prepare and edit correspondence, communications, presentations, and other documents. Manage and maintain executives’ schedules, appointments, and travel arrangements.

e. Event Planning: Assist in the planning and execution of corporate events, conferences, and board meetings.

f. Financial Management: Assist with budget preparation and monitoring. Process expense reports and invoices.

g. Project Management: Coordinate and oversee special projects, ensuring deadlines are met.

h. Social Media Management: Oversee and manage the executive’s professional social media presence, including content creation, post scheduling, and engagement with followers. Ensure a consistent and professional image is presented.

i. Office Hygiene: Ensure the maintenance of a clean, orderly, and hygienic office environment. This includes overseeing the cleaning schedules, ensuring availability of hygiene supplies, and adherence to health and safety standards.

j. Liaison: Act as a liaison between the executive and staff, facilitating smooth communication and timely resolution of requests and queries.

k. Confidentiality: Handle confidential information with discretion and integrity.

9. Qualifications:

a. Proven experience as an executive assistant or in other secretarial positions.

b. Full comprehension of office management systems and procedures.

c. Excellent knowledge of MS Office, and office management software (e.g., ERP, CRM).

d. Proficiency in English; French or German language is an asset.

e. Exemplary planning and time management skills.

f. Ability to multitask and prioritize daily workload.

g. High level verbal and written communications skills.

h. Discretion with confidential data.

10. Working Conditions:

a. Office environment; may require occasional travel.

b. Standard office hours with the expectation of flexibility for overtime as needed.

11. Performance Evaluation: Performance will be evaluated based on efficiency, accuracy, and ability to meet deadlines, as well as interpersonal skills and adherence to office policies.

12. Development Opportunities: Opportunities for professional development and training will be provided to enhance skills relevant to the role.