Executive Assistant

3 weeks ago

Cairo, Egypt Living Stones Group Full time

**Job Summary**

The Executive Assistant & Office Manager will manage the day-to-day business activities of the Top Management, including providing strategic management of their busy and complex schedule, coordinating meetings with internal and external contacts, preparing and tracking the Top Management expenses and arranging complex travel. The role is a pivotal support position, as the Executive Assistant is a key liaison among staff members and between the Top Management and external partners. Additionally, the Executive Assistant will:

- Support other members of the Pivot leadership team with ad hoc administrative needs;
- Support day-to-day operations of the office; and contribute to and lead special projects across various areas of the organization.

In all of these roles, the Executive Assistant will need to demonstrate the ability to handle confidential information with discretion and utilize significant amounts of independent judgment.

**Main Responsibilities**:
Executives Support (50%)
- Organize and coordinate the Top Management daily calendar—scheduling all appointments,
- Coordinating logistics for speaking engagements and handling special event invitations on behalf of the Top Management.
- Manage and arrange travel for Top Management.
- Track Top Management expenses and prepare expense reports for reimbursement and billing.
- Write individualized correspondence and other documents as requested by the Top Management.
- Support the Top Management as needed in preparing for speaking engagements or other internal or external meetings conducting research and other similar tasks.
- Receive and triage incoming written communications to appropriate staff and facilitate response or action to be carried through by the top management as needed.
- Manage organizational communication, scheduling, and logistics for key internal events such as board meetings, staff meetings, and managers’ meetings.
- Assist in answering the organization’s main line and direct calls as needed to staff.
- On behalf of Top Management, provide essential support to LSG’s Board of Directors, including serving as key point of contact, coordinating meeting logistics, communications, and materials.
- As appropriate, provide administrative support to other Executive Team members in terms of managing meeting logistics, making travel arrangements, and coordinating schedules.
- Other administrative duties as needed.

Office Management (40%)
- Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair.
- Monitor office machines and systems, and problem-solve issues as needed (including postage meter, copiers, conference room scheduling).
- Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
- In partnership with Directors, Talent & Culture, continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.
- Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional.

Other Support (10%)
- Provide event support and planning, including retreats, meetings, staff events. This includes logístical research and planning, day-of support, and invoice/billing management.
- Support other functional areas and members of the organization’s leadership team with
- special projects as needed. May include projects in HR, Recruiting, Marketing, Development, Finance or Programs.

**Qualifications & skills**

**Education**

Bachelor's degree in Business/Administration, Communications or any related filed.

**Skills**
- A minimum of 5 years’ experience in an administrative support role, preferably at the senior level. Experience supporting executives a must have.
- High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects.
- A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
- Highly flexible, creative problem solver, with a strong ability to multi-task.
- A self-starter with a high degree of energy and careful attention to detail.
- Strong sense of initiative and a process-improvement mindset.
- IT background is preferably.

**Working Conditions**
- Hours: Full Time
- Days off: 2 days off
- Hybrid working environment.

**Our Values & Work Ethics**

WE ARE FAMILY

Our success is not only measured by numbers and achievements. Living Stones Group is a family where every team member has nobility, loyalty and self-worthiness, and our clients are an extension to our family. We focus on creating a safe and healthy environment, and have good relationship among team members and clients.

**VALUES**

DESTINATION

We explore and communicate why and where we’re going. We learn why and w

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