Executive Assistant

Role Summary

The Executive Assistant is primarily responsible for providing high-level administrative support to the AVP for Development and the Development team. 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’s office, ensuring the organization and efficient flow of work, and initiating necessary follow-ups or actions, as needed
• Handles the AVP’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 and other members of the Development team
• Organizes and prepares meeting material, including agendas, reports, and presentations
• Records accurate minutes of meetings as requested, and follows up on assigned action items
• Prepares and edits correspondences, reports, presentations, and other documents
• 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 utmost discretion
• Organizes and coordinates events hosted by the AVP’s office
• Arranges travel accommodations and itineraries for the AVP, members of the Development team, and guests
• Monitors progress on strategic priorities and ensures that deadlines are consistently met
• Assists in preparing and tracking the department’s budget
• Ensures that the department’s information visible to external stakeholders, such as content on the website or social media platforms, is regularly updated
• Ensures all donors and prospects contact information and touchpoints information are well recorded by all members of the team
• Monitors office supplies and processes purchase requests as needed
• Drafts “Thank-you letters” as required, ensuring they are sent promptly and accurately on behalf of LAU to all relevant recipients
• Handles and follows-up on the archiving system
• Supports the AVP in managing special projects and initiatives as assigned
• Performs other duties pertinent to this job as assigned

Minimum Required Qualifications

• Bachelor’s degree
• Minimum 4 years of professional experience in administrative or executive support, preferably in higher education, advancement, or business development
• Proficiency in Office software including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• 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

Interested candidates should email their CVs with a letter of interest outlining the applicant’s relevant experience to vacancy1@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 Friday, March 07, 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.