Position Overview
The Executive Assistant will provide comprehensive administrative, legal, accounting, and quality-related support to the leadership team. This role is essential in ensuring efficient day-to-day operations, maintaining documentation accuracy, facilitating legal and compliance processes, and supporting cross-functional communication across the organization.

Industry: Food Distribution
Work Type: On-site
Reports to: Top Management

Key Responsibilities

1. Administrative & Executive Support
• Coordinate and schedule meetings, workshops, and conferences for top management.
• Handle correspondence, including drafting, reviewing, and finalizing letters, reports, and presentations.
• Maintain and manage calendars, track critical deadlines, and prepare reminders for expiries, renewals, and key milestones.
• Perform general clerical duties such as filing, scanning, photocopying, processing mail, and maintaining organized records and archives.

2. Legal & Documentation Support
• Archive and maintain legal documents in a structured and accessible filing system.
• Coordinate the issuance, review, and follow-up of agreements, contracts, and lease renewals.
• Maintain updated records of insurance policies and ensure timely renewals and compliance requirements.
• Manage applications, renewals, and documentation related to business licenses and regulatory requirements in the food distribution sector.

3. Accounting & Financial Support
• Assist in preparing, reviewing, and processing supplier and vendor invoices for approval.
• Coordinate with the Finance Department to ensure timely payments, check requests, and account reconciliations.
• Maintain petty cash records and track expense reports in line with internal financial policies.
• Support monthly closing activities by providing documents, receipts, reconciliations, and updated expense logs.
• Monitor contract values, insurance renewals, and financial commitments, ensuring alignment with budget and approval workflows.
• Prepare basic financial summaries and KPI dashboards (e.g., cost tracking, vendor balances, consumption reports) when required.

4. Quality Assurance & Compliance
• Support the implementation and maintenance of quality assurance and compliance processes applicable to the food distribution industry.
• Assist in coordinating internal/external audits and follow up on corrective actions.
• Collaborate with consultants and internal teams to ensure compliance with food safety, ISO, and regulatory standards.
• Facilitate training sessions and workshops related to quality management and organizational processes.

5. Cross-Functional Support
• Liaise with operations, warehouse, logistics, production, and HR teams to ensure alignment on processes, documentation, and compliance requirements.
• Provide support in preparing tenders, proposals, and prequalification documents when needed.
• Assist in organizing exhibitions, events, and international registrations as required by the business.

Qualifications & Skills
• Bachelor’s degree in Business Administration, Accounting, Finance, or a related field.
• Proven experience in administration, finance, legal coordination, or quality management.
• Strong organizational skills with the ability to manage multiple priorities and meet tight deadlines.
• Excellent verbal and written communication skills in Arabic, English, and French (preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general Windows applications.
• Knowledge of accounting principles, documentation control, food industry compliance, or ISO standards is an advantage.

Personal Attributes
• High level of integrity, discretion, and confidentiality when handling sensitive information.
• Detail-oriented, with strong analytical and problem-solving capabilities.
• Excellent interpersonal skills and the ability to work collaboratively across departments.
• Proactive, adaptable, and capable of working independently.

The Role’s Impact
• Exposure to diverse responsibilities across administration, finance, legal affairs, operations, and quality management.
• Opportunity to contribute directly to the efficiency and compliance of a fast-paced food distribution environment.
• Participation in cross-departmental initiatives, audits, and continuous improvement projects.
• Strong potential for ongoing learning and career development.