Executive Assistant to the Country Director - Beirut (Open for nationals only)

Anera Background Since 1968, Anera has helped refugees and others affected by conflicts in Palestine, Lebanon, and Jordan live with purpose and hope.

Formation / Diplômes

Anera, which has no political or religious affiliation, works on the ground with partners in Palestine, Lebanon, and Jordan. We mobilize resources for immediate emergency relief and for sustainable, long-term health, education, and economic development. Our staff serve in their communities, navigating complex realities to ensure assistance reaches those who need it most. Job Overview The Executive Assistant to the Country Director provides high-level executive, coordination, correspondence, scheduling, and logistical support to the Country Director and functional support to the Director of Operations and Director of Programs. The position is responsible for managing the Country Director's calendar and priorities, coordinating meetings and executive documentation, monitoring and following up on priority correspondence and action points, preparing meeting notes and follow-up summaries, supporting senior visitors and delegations, and coordinating travel and executive-level events. The position requires a high level of confidentiality, discretion, judgment, initiative, attention to detail, and professionalism, given its access to sensitive information related to senior leadership, organizational matters, staff, partners, visitors, travel, and other confidential business matters. As the position reports directly to the Country Director, the Country Director's priorities, requests, and assignments take precedence . The position will provide functional support to the Director of Operations and Director of Programs as required, while maintaining clear communication and coordination with the Country Director.

The role works closely with the Senior Administration Officer, Operations, Procurement, Finance, Security, and other relevant departments to ensure that executive support and travel-related requirements are delivered efficiently and in accordance with Anera policies and procedures. Key Responsibilities

• 1. Executive Support to the Country Director Manage and coordinate the Country Director's calendar, meetings, appointments, travel schedule, and administrative priorities. Coordinate competing meeting requests and priorities, identify scheduling conflicts, and propose appropriate solutions. Schedule internal and external meetings, confirm participation, coordinate meeting rooms or virtual links, and ensure required materials are prepared in advance. Support the Country Director in organizing priorities, deadlines, commitments, and follow-up actions.

Présentation du poste

Prepare agendas, briefing notes, presentations, supporting documents, talking points, and other materials as requested. Maintain organized records of executive correspondence, meetings, decisions, action points, and other relevant materials. Anticipate the Country Director's needs and proactively follow up on pending actions and commitments. Provide functional executive support to the Director of Operations and Director of Programs as assigned and in coordination with the Country Director.

• 2. Correspondence, Communication, and Follow-Up Monitor and organize priority emails and correspondence requiring the Country Director's attention and follow-up. Support the Country Director in prioritizing incoming correspondence and identifying matters requiring urgent or further action. Draft routine correspondence, responses, acknowledgements, and follow-up communications on behalf of the Country Director when assigned. Coordinate with relevant staff and departments to obtain information required for responses and follow-up. Track priority communications, commitments, requests, and deadlines and ensure timely follow-up with responsible individuals. Maintain clear follow-up trackers for outstanding requests, decisions, action points, and commitments. Escalate delayed or outstanding actions to the Country Director or relevant manager as appropriate. Ensure correspondence and follow-up records are organized and easily accessible. Exercise appropriate judgment regarding confidential or sensitive communications and ensure information is shared only with authorized individuals.
• 3. Meetings, Minutes, and Action Tracking Coordinate internal and external meetings for the Country Director and other senior leadership as assigned. Prepare meeting agendas, briefing materials, presentations, background documents, and other required materials. Attend selected meetings as requested and prepare accurate meeting notes, key decisions, action points, and follow-up summaries. Circulate meeting notes and action points to relevant participants following approval or as instructed. Maintain action trackers and follow up with responsible individuals to ensure agreed actions are completed within the required timeframe. Prepare concise follow-up summaries highlighting outstanding actions, deadlines, and matters requiring senior leadership attention. Support the organization of senior management meetings, leadership discussions, and cross-departmental coordination meetings. Ensure confidential meeting materials and records are securely maintained and shared only with authorized participants.
• 4. Confidentiality and Information Management Maintain strict confidentiality when handling sensitive information, correspondence, documents, schedules, travel arrangements, and matters related to senior leadership. Handle confidential organizational, personnel, financial, programmatic, security, partner, donor, and other sensitive information with the highest level of discretion. Ensure confidential information is accessed, stored, shared, and filed appropriately and only with authorized individuals on a need-to-know basis. Exercise sound judgment regarding the sensitivity of information and determine when matters should be escalated or referred to the appropriate manager. Maintain secure and organized electronic and physical filing systems for confidential executive documents. Ensure confidential documents and communications are not inadvertently disclosed or shared with unauthorized individuals. Comply with Anera's confidentiality, data protection, information security, and records management requirements. Report any actual or suspected unauthorized disclosure, loss, or inappropriate access to confidential information through the appropriate channels.
• 5. Senior Visitor and Delegation Coordination Coordinate the executive and administrative aspects of visits by donors, board members, HQ/regional staff, consultants, partners, and other senior visitors. Prepare and maintain visitor itineraries, including meeting schedules, field visit plans, transportation, hotel arrangements, airport transfers,

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