We are currently seeking to appoint an Executive Assistant to join our office in Verdun, Lebanon. The successful candidate will be responsible to cover, but not limited to the below:
Provide accurate, confidential administrative and operational support, owning documentation, finance processing prep, scheduling, and client/stakeholder coordination, thus ensuring compliant records, timely payments/filings, and smooth daily operations across RJ Group operations.
Documentation & Records Management
- Organize digital/paper files with clear naming and index to enable fast, compliant retrieval.
- Maintain contract/ID/checklist document sets to keep transactions audit-ready.
- Track document expiry/renewals to avoid expirations (IDs, registrations, permits).
Finance Admin Support (Invoices, Transfers)
- Prepare and submit bank transfers with supporting documents to enable timely processing and payment confirmation.
- Support the Administration Manager in reconciling real-estate expenses against source records to keep reports accurate.
- Log payments/receipts status to give management up-to-date visibility.
Contracts & Legal Documents (Real Estate)
- Assemble apartment sale contracts from approved templates to issue error-free documents.
- Coordinate reviews, payments and signatures (manager/legal/client) to finalize on time.
- File executed contracts and proof of payment to maintain a complete deal record.
Scheduling, Meetings & Travel
- Manage calendars, appointments, and travel (flights/hotels/visas/transportation) to keep schedules on track.
- Prepare agendas, rooms, and materials to start meetings ready and on time.
Client & Stakeholder Communication
- Handle calls/emails and route queries to provide timely, professional responses.
- Coordinate with banks, notaries, municipalities, and agencies to progress transactions.
Factory/LPG Paperwork Coordination
- Compile plant workers’ documents with HR and authorities to ensure compliant files.
- Liaise with the notary and applicable government offices to complete procedures promptly.
- Track status and return originals to keep records complete.
Office & Vendor Coordination
- Monitor office needs (maintenance, cleaning, supplies) to maintain a functional workplace.
- Raise & follow service requests to restore issues quickly.
- Verify delivery notes/invoices to support accurate payment.
Reporting & Data
- Update simple trackers (payments, contracts, renewals) to give visibility.
- Prepare letters, other documentation to support management requests.
- Protect confidentiality and data accuracy to meet policy.
Qualifications and Education:
- Bachelor’s in Business/Administration or related field.
- Minimum 3 years in Executive Assistant/Office Administration roles; real estate or industrial exposure is a plus.
- Hands-on with banks/notaries/municipalities and document sets.
- Experience preparing payments/transfers and tracking status.
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