Executive Assistant

Phoenix Offshore is an organization that connects U.S. businesses with Lebanese talent across various services, and in this case, we are recruiting Lebanese talent for a privately held & Lebanese-owned insurance agency headquartered in Washington, DC. As an all-lines insurance broker, they have been serving domestic and international communities with success since 1970. They offer a wide range of insurance products and risk management services, including Embassies & Diplomatic Missions, Commercial, Life and Disability, Employee Benefits, and Private Clients. Given that the agency is client-focused, customer experience is at the top of its priorities. The client's most valued asset is its people. Finding the right people is vital to providing a great customer service experience. Their human capital is their competitive advantage; it is what truly separates them from what the competition views as the industry standard for customer service. As recipients of the GOLD Stevie Award for Best in Customer Service, their standards for providing the best customer experience are extremely high. This position offers ample training and the opportunity to join an exceptional American firm that is expanding its international presence.

 Administrative Support: 

• Manage the COO’s calendar, schedule meetings, and coordinate travel arrangements. 

• Prepare and edit correspondence, emails, reports, presentations, and other documents. 

• Handle phone calls, emails, and other communications on behalf of the COO. 

• Keep the COO well informed of upcoming commitments and responsibilities. 

• Research and follow up on issues and concerns addressed to the COO. Work closely with them to determine an appropriate course of action or response. 

• Prepare status reports for the COO by gathering, analyzing, and summarizing relevant information. 

• Manage and complete monthly expense reports in SAP Concur. 

Meeting and Event Coordination: 

• Organize and coordinate meetings, conferences, and special events. 

• Prepare the COO for internal and external meetings (documents, briefings). 

• Prepare agendas, take minutes, and follow up on action items. 

• Ensure all logistical details are handled effectively. 

Project Management: 

• Assist with planning and executing special projects and initiatives. 

• Monitor project timelines and deliverables, providing status updates as needed. 

• Coordinate with various departments to ensure project goals are met. 

• Submit project deliverables and ensuring that they adhere to quality standards. 

Confidentiality and Discretion: 

• Manage sensitive information with the utmost confidentiality. 

• Handle confidential communications and documents. 

Liaison Role: 

• Serve as a point of contact between the COO and other stakeholders, employees, and clients. 

• Facilitate communication between departments and external partners. 

PLEASE READ: This is a full-time position with an expectation to be online and available from 8:30 AM to 5:30 PM EST (15:30 to 00:30 Beirut Time) Monday through Friday. This role has a salary of $1300/month.

Education:

• Associate's degree or relevant certification preferred. 

• Minimum 3 years of experience in an administrative role or similar position.

Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

• Strong organizational and multitasking abilities.

• Excellent English and Arabic written and verbal communication skills. 

• Ability to work independently and as part of a team. 

• Tech-savvy individual with a proven track record of integrating technology to solve problems, work efficiently, and streamline processes. 

Attributes:

• Detail-oriented with a strong focus on accuracy.

• Professional demeanor and appearance. 

• Ability to handle sensitive and confidential information with discretion. 

• Forward-looking thinker, who actively takes the initiative and proposes solutions.

All your information will be kept confidential according to EEO guidelines.