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Assistant to the GM

Company Difco Group
Location Beirut - Sin El Fil - Bekaa (Ferzol & Mansoura)
Reports to Deputy GM
Manages N/A
Type Full Time

Job Purpose

The Assistant to the GM is responsible for providing professional and proactive support to the DGM by ensuring that his day-to-day business operations are running smoothly.
This person will take ownership of internal and external requests and communications and process them in a timely and appropriate manner.

Duties & Responsibilities 

  • Manage the DGM’s diary to co-ordinate meetings and appointments and to ensure their smooth running.
  • Schedule meetings; determine their purpose and time; and ensure that all relevant documents (including agendas, pre-readings, presentations, action updates, and input from the team) are available prior to the meeting.
  • Ensure all actions are logged, tracked, and completed in a timely manner.
  • Screen/handle telephone calls, appointments, mail, and emails and take action accordingly, while raising urgent requests when necessary.
  • Coordinate and communicate with various internal and external stakeholders on matters directed by the DGM.
  • Tackle operational issues in an effective and professional manner and may be the one to complete the necessary related paperwork.
  • Delegates emails to the team where appropriate, ensuring they are tracked to completion.
  • Prepare and manage correspondence with internal and external parties for DGM’s signature.
  • Co-ordinate travel arrangements in a highly efficient manner and prepare a detailed travel file accordingly.
  • Ensure approval forms are prepared for the DGM's signature and approval.
  • Prepare reports as requested and maintain systematic, up-to-date filing and tracing systems.
  • Attend all briefings, meetings, and training as assigned by the DGM and take minutes.
  • Maintain confidentiality of sensitive matters and issues.
  • Maintain a high level of professionalism and project a positive image of the organization.
  • Perform other reasonable duties as assigned

Competencies

Education

  • Bachelor degree in Business Administration or any related field.

Experience

  • Minimum 2 years of administrative experience serving at a senior management level.

Knowledge, Skills & Abilities

  • Proficient in English language (Read, written and spoken)
  • Good understanding of the sensitive nature of this role by maintaining strict confidentiality at all times
  • Excellent administrative skills with the ability to introduce and manage procedures into a dynamic and evolving environment.
  • Excellent time management and self-organization skills with the ability to prioritize and work effectively to tight timescales and under pressure.
  • Good communication and customer contact skills.
  • Service oriented with an eye for details.
  • In depth working knowledge of Office 365, Excel, Word and PowerPoint.

Physical Effort

Job requires commuting occasionally between different offices and plants locations in Bekaa.
It also requires travels.

Work Environment

Office, plants, external site visits, agencies and exhibitions.