Executive Assistant

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 ManagementOrganize 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 & TravelManage 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 CommunicationHandle calls/emails and route queries to provide timely, professional responses.Coordinate with banks, notaries, municipalities, and agencies to progress transactions.Factory/LPG Paperwork CoordinationCompile 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 CoordinationMonitor 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 & DataUpdate 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.Follow @RjGroup LinkedIn page to stay updated on future career opportunities and company news.