Executive Assistant

About the role

RJ Group is looking for an Executive Assistant to join its office in Verdun, Lebanon. The role provides accurate, confidential administrative and operational support, covering documentation, finance processing preparation, scheduling and client and stakeholder coordination so that records are compliant, payments and filings are made on time and daily operations run smoothly.

Key responsibilities

• Documentation and records: organize digital and paper files with clear naming and indexing, keep contract, ID and checklist documents audit-ready, and track expiry and renewal of IDs, registrations and permits.
• Finance admin: prepare and submit bank transfers with supporting documents, help reconcile real estate expenses against source records, and log payment and receipt status.
• Contracts and legal documents: assemble apartment sale contracts from approved templates, coordinate reviews, payments and signatures, and file executed contracts and proof of payment.
• Scheduling, meetings and travel: manage calendars, appointments and travel (flights, hotels, visas, transport), and prepare agendas, rooms and materials.
• Client and stakeholder communication: handle calls and emails, route queries, and coordinate with banks, notaries, municipalities and agencies.
• Factory and LPG paperwork: compile plant workers' documents with HR and authorities, liaise with notaries and government offices, and track status and return originals.
• Office and vendor coordination: monitor maintenance, cleaning and supplies, raise service requests, and verify delivery notes and invoices.
• Reporting and data: update trackers for payments, contracts and renewals, prepare letters and other documents for management, and protect confidentiality and data accuracy.

Required profile

• Bachelor's degree in Business or Administration or a related field.
• At least 3 years in Executive Assistant or Office Administration roles; real estate or industrial experience is a plus.
• Hands-on experience with banks, notaries, municipalities and document sets.
• Experience preparing payments and transfers and tracking their status.