Executive Assistant
The Human Resources Department is currently looking for an Executive Assistant reporting to the Assistant Vice President for Human Resources (AVP HR). This is a central position that is primarily based on Beirut campus, with occasional commuting to Byblos campus.Role Summary
The Executive Assistant is primarily responsible for providing high-level administrative support to the AVP HR. This role involves managing schedules, facilitating communications, coordinating department special projects and events as well as ensuring efficient office operations.
Main Duties & Responsibilities
- Coordinates the daily operations of the AVP HR’s office, ensuring the organization and efficient flow of work, and initiating necessary follow-ups or actions, as needed
- Serves as the primary point of contact for both internal and external stakeholders
- Handles the AVP HR’s calendar by scheduling meetings and appointments while prioritizing time-sensitive tasks
- Receives and screens visitors and incoming communications, addressing routine questions, and responding or referring matters on behalf of the AVP as appropriate
- Organizes and prepares meeting material, including agendas, reports, and presentations
- Records and composes accurate minutes of meetings as requested, and follows up on assigned action items
- Prepares and edits correspondences, reports, presentations, and other documents using the appropriate software for word processing, graphics, and spreadsheets
- Maintains accurate and organized records, files, and databases to ensure easy retrieval of information
- Maintains strict confidentiality of sensitive information and handles confidential materials with discretion
- Organizes and coordinates events hosted by the AVP HR’s office
- Supports the AVP HR in managing special projects and initiatives as assigned
- Monitors progress on strategic priorities and ensures that deadlines are consistently met
- Assists in preparing and tracking the department’s budget
- Aggregates, gathers, cleans, and handles both quantitative and qualitative data as required
- Ensures that the department’s information visible to external stakeholders, such as content on the website or social media platforms, is regularly updated
- Monitors office supplies and processes purchase requests as needed
- Performs other duties pertinent to this job as assigned
Minimum Required Qualifications
- Bachelor’s degree
- Minimum 4 years of experience in administrative or executive support, or HR administration, preferably in a higher education setting
- Proficiency in Office software including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Proficiency in Microsoft Excel (pivot tables, formulas, data visualization)
- Organizational and time-management skills with the ability to handle multiple priorities
- Excellent written and verbal communication skills in English and Arabic
- Discretion and professionalism in handling confidential information
- Analytical quantitative skills are a plus
Interested candidates should email their CVs with a letter of interest outlining the applicant’s relevant experience to vacancy8@lau.edu.lb, specifying the job title in the subject line.
CVs should include the exact month and year while listing the candidate’s professional experience and educational background.
Closing date for accepting applications is Tuesday, February 11, 2025.
No applications will be accepted after this date, and only shortlisted candidates will be notified.
The Lebanese American University is an Equal Opportunity Employer.