Executive Secretary

Job Title: Executive Secretary 

Organization: Greenpeace MENA

Department: Organization

Reports to: Executive Director

Location: The job is based in Lebanon- Hybrid working 

OVERALL PURPOSE

To support the Executive Director (ED) and Supervisory Board with day-to-day business in order to facilitate the effective execution of the work and enable him/her to lead and manage the organization to deliver its agreed objectives.

RESPONSIBILITIES

Director support Manage all matters relating to the administration of the Executive Director's agenda and calendar and obligations according to good business practice and to enable the Executive Director to work efficiently and effectively and within allocated budgets.

Arrange and coordinate all aspects of internal and external meetings on behalf of the Executive Director.

Ensure efficient recording, dissemination of information, and follow-up. 

Prepare requisite details pertaining to external meetings by liaising with relevant people at external organizations regarding timings, agendas, and other logistics.

ED & Board Travel organizes all aspects of ED travel, including visa applications and liaison with external agencies, NROs, and other host organizations regarding logistics as required.

Ensure ED’s travel is communicated effectively to all concerned in order to ensure smooth transit and that time spent traveling is fully utilized.

Board and Governance Responsibility Organize and co-organize with the ED Board meetings by proactively preparing time-sensitive and confidential material (e.g., meeting agendas, reports, spreadsheets, documents, and legal correspondence). 

Manage systematic archiving of all correspondence attached to governance procedures in line with constitutional requirements and within agreed timeframes.

Administrative systems Maintain administrative systems, including financial (specifically for ED and Supervisory Board members), and ensure effective access to up-to-date information for the Executive Director and the Supervisory Board members.

Global interactions Work with Greenpeace International and various NROs related to all EDs/Board systems in place.

Other Any other duties, as appropriate to the post and as delegated by your line manager.

QUALIFICATIONS, SKILLS, AND EXPERIENCE

Education & Knowledge

● Bachelor’s degree required in any discipline

Experience & competencies

A minimum of 5 years of relevant experience as a secretary

Proficiency in both spoken and written Arabic and English; French is a plus

Excellent communication and interpersonal skills

Accurate, proactive, people-oriented, and able to work under pressure

Ability and temperament to work with sensitive information

Good organizational skills 

Knowledge of modern office procedures and office software

Ability to work independently on confidential tasks and compose effective correspondence

Problem-solving attitude 

Job-specific competencies

Proactive approach and experience working in a remote fast-paced environment with multiple priorities.  

Ability to think, plan, and organize under pressure and to set deadlines.

Strong interpersonal skills: a confident communicator able to exercise influence, discretion, and strict confidentiality in handling sensitive information and executive matters.

High level of integrity and professionalism in managing confidential documents, communications, and executive decisions.

Relationship building: able to build and manage relationships with other departments and within the organization.

Good computer literacy, including proficiency in MS Office (Word, Excel, PowerPoint).

Commitment 

Commitment to Greenpeace’s core values in response to environmental and peace issues through non-violent, direct action-led campaigning in line with its mission.

Disclaimer

Greenpeace MENA is committed to achieving diversity within its workforce and encourages applicants irrespective of gender, nationality, disability, sexual orientation, culture, religion, and ethnic background to apply. All applications will be treated with the strictest confidence.

How to apply

Please send your CV and Cover Letter to this Link no later than February 18, 2025.