Administrative Assistant

Role Summary

The Administrative Assistant is responsible for ensuring the smooth operation of the LAU Louis Cardahi Foundation. S/he will provide customer service to visitors, provide comprehensive administrative support, and assist with the coordination of events at the Foundation.

Main Duties & Responsibilities

• Opens the museum on a daily basis as per scheduled opening hours, welcomes visitors, and provides guidance to student groups on visit
• Provides assistance to researchers working at the Foundation
• Provides general administrative support including scheduling meetings, appointments, interviews and handling calendars
• Assists and supports the coordination, planning and execution of events, conferences, exhibitions, and other foundation activities
• Coordinates with university units on administrative and/or operational matters
• Assists in the logistics related to setting up premises, maintaining equipment and facilities. Ensures that all exhibits, public spaces, and visitor amenities are ready for guests
• Serves as the point of contact for internal and external inquiries, directing them as needed to the concerned stakeholders
• Maintains and organizes physical and digital files, ensuring easy access to essential documents
• Provides administrative assistance to the Foundation Director on all tasks pertaining to the Foundation
• Maintains, archives and documents files, records and/or other documents related to the Foundation, such as urban maps, articles, photographs, etc.
• Keeps track of all budgetary issues as requested
• Assists the Director in the promotion of the Foundation in schools, public venues, etc.
• Supervises the work of student assistants assigned to the Foundation
• Manages office supplies inventory and places orders as needed
• Performs other duties pertinent to this job as assigned

Minimum Required Qualifications

• Bachelor degree in History, Archaeology, Art History, Bachelor of Architecture, or other related fields
• Minimum 1 year of administrative experience with knowledge of professional archiving and documentation
• Fluent in Arabic and English. French or other languages a plus
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information
• Detail-oriented with a commitment to accuracy
• Customer service experience and ability to manage front-line interactions with visitors

Interested candidates should email their CVs with a letter of interest outlining the applicant’s relevant experience to vacancy9@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 Wednesday, October 30, 2024.

No applications will be accepted after this date, and only shortlisted candidates will be notified.

The Lebanese American University is an Equal Opportunity Employer.