Executive Assistant & Office Administrator

Provide high-quality executive support to the General Manager and ensure the smooth, efficient day-to-day running of the Damascus office. The role combines personal-assistant support to the GM — diary, meetings and correspondence — with office-administration responsibilities spanning travel coordination for all office personnel and support to office budgeting in coordination with Finance and Procurement.

Executive support to the General Manager

• Organise and schedule meetings, appointments and engagements for the GM; manage and protect the GM's diary and prioritise competing demands.
• Prepare, circulate and follow up meeting agendas; take, produce and distribute accurate meeting minutes and track resulting action items to closure.
• Manage the GM's correspondence, screen communications, and draft routine letters, emails and documents on the GM's behalf.
• Prepare briefing materials, presentations and documents ahead of meetings; ensure the GM is well-prepared and on time.

Travel & logistics coordination

• Arrange flight tickets, hotel reservations and ground transport for all Damascus office travellers, ensuring cost-effective and policy-compliant bookings.
• Coordinate travel itineraries, visas and travel documentation; act as the office point of contact for travel-related queries.
• Maintain a travel calendar and records; reconcile travel bookings and support travel expense processing

Office budget & administration

• Prepare and maintain the office budget as required; track office expenditure against budget and flag variances.
• Coordinate closely with Finance and Procurement on office purchases, invoices, purchase requests and payment follow-up.
• Manage office supplies, service contracts and facilities support to keep the office running efficiently.
• Maintain organised filing, records and documentation (physical and electronic) with appropriate confidentiality.

Coordination & general support

• Act as a first point of contact for the office; receive visitors and handle incoming enquiries professionally.
• Support internal coordination across departments and assist with ad-hoc administrative tasks and events as required.
• Uphold Novaterra's HSE, confidentiality and code-of-conduct standards at all times.

• Education: Bachelor's degree or diploma in Business Administration, Office Management or a related field.
• Experience: Typically 3–6 years' experience as a Personal / Executive Assistant or Office Administrator, ideally supporting senior management.
• Knowledge & Skills: 

• • Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and virtual-meeting tools.
  • Experience arranging travel and coordinating with Finance / Procurement on budgets and purchasing is an advantage.

• Languages: Fluent Arabic and English (written and spoken).