Khibraty

Executive Assistant & Office Manager

Executive Support +1Confirmed live in the last 24 hours

Full-timeDamascus, SyriaNo salary listedIn-person

About the Job

Requirements

A bachelor's degree in business administration, marketing, or a related field is preferred.
At least 10 years of experience in a combined administrative, personal assistant, or office management role.
Excellent spoken and written English; additional languages are welcome.
Extensive experience with online bookings for airlines, hotels, and event venues.
Experience handling government relations and liaising with regulatory authorities.
Proficiency with office tools, including Microsoft Office and scheduling software.
A basic understanding of sales and marketing processes and reporting.
Experience managing budgets and vendor relationships.

Responsibilities

Organize the CO-CEO’s calendar, plan meetings, and coordinate travel arrangements for subsidiaries, client visits, trade shows, industry events, and board meetings.
Manage correspondence, including emails, calls, and documents, as the primary liaison, ensuring timely and professional responses.
Prepare and edit presentations, reports, and marketing proposals.
Arrange meetings, prepare agendas, take detailed and accurate minutes, and track follow-up actions and documentation.
Track and oversee deadlines, sales initiatives, and marketing campaigns to support timely execution.
Organize logistics for board meetings, conferences, client meetings, product launches, and promotional events, including bookings for hotels, airlines, rental cars, restaurants, and event venues.
Ensure office supplies, equipment, and facilities support the productivity of the CO-CEO team.
Manage office and marketing budgets, vendor contracts, and procurement of marketing materials and supplies.
Oversee shipments and deliveries of promotional materials, product samples, and marketing assets.
Ensure adherence to workplace policies, health and safety standards, and industrial regulations.
Identify inefficiencies and recommend improvements to office systems, workflows, and communication.
Provide administrative support to CO-CEO teams, including scheduling, resource allocation, and task follow-ups.

Executive Assistant & Office Manager

Khibraty · Damascus, Syrian Arab Republic · — · Posted 2025-04-29

Workplace: on_site

Description

The Executive Assistant & Office Manager will provide strategic and operational support to the CO-CEO of a regional industrial group. This hybrid role combines high-level executive assistance with the efficient management of office operations to ensure seamless coordination of administrative functions. The ideal candidate is highly organized, proactive, and capable of multitasking in a dynamic industrial environment.

Executive Support Duties

Schedule Management: Organize the CO_CEO’s calendar, plan meetings, and coordinate travel arrangements for subsidiaries, client visits, trade shows, industry events, and board meetings.
Communication Management: Act as the primary liaison, managing correspondence (emails, calls, and documents) to ensure timely and professional responses.
Presentation & Reporting: Prepare and edit presentations, reports, and marketing proposals.
Meeting Coordination & Minutes: Arrange meetings, prepare agendas, and take detailed and accurate minutes for follow-up actions and documentation.
Project Coordination: Track and oversee deadlines, sales initiatives, and marketing campaigns to ensure timely execution.
Event Logistics: Organize logistics for board meetings, conferences, client meetings, product launches, and promotional events. This includes Hotels, Airlines, rental cars, restaurants and events venues bookings.

Office Operations Duties

Workspace Management: Ensure office supplies, equipment, and facilities support the productivity of the CO-CEO team.
Budget & Procurement: Manage office and marketing budgets, vendor contracts, and procurement of marketing materials and supplies.
Logistics Coordination: Oversee shipments and deliveries of promotional materials, product samples, and marketing assets.
Policy Compliance: Ensure adherence to workplace policies, health and safety standards, and industrial regulations.
Process Optimization: Identify inefficiencies and recommend improvements to office systems, workflows, and communication.
Team Support: Provide administrative support to CO-CEO teams, including scheduling, resource allocation, and task follow-ups.

Requirements

Education & Experience:

Bachelor’s degree in business administration, marketing, or a related field (preferred).
10+ years of experience in a combined administrative, personal assistant, or office management role.

Skills & Competencies:

Exceptional organizational and multitasking skills.
Excellent English language skills, both written and spoken. Other languages are welcomed.
High experience in online bookings for Airlines, Hotels, and events venues.
Experience in handling government relations and liaising with regulatory authorities.
Strong communication abilities, both written and verbal, with a professional demeanor.
Proficiency in office tools (e.g., MS Office, scheduling software).
Basic understanding of sales and marketing processes and reporting.
Experience in managing budgets and vendor relationships.
Strong problem-solving and decision-making skills, with a proactive approach to challenges.

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About the Company

Khibraty

Company size: Not listed
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: Not listed

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