Administration Assistant

About BigHand 

BigHand offers technology solutions for busy legal professionals that provide data and insights to increase value and profits. Through our expert knowledge and innovative technology, we enable our customers to achieve enhanced efficiency, better decision-making and harness their competitive edge.

We build with tomorrow in mind, transforming ideas into action and empowering our customers to succeed in a world of constant change. We make big happen for our customers.

In Lebanon, we partner with Digitus Consultants who enable us secure top talent across Lebanon. Joining the BigHand team via Digitus will mean joining a values-driven business, we have these at the centre of everything we do. Our BigHanders are dedicated to building a culture where We Win Together, We Love to Learn, We Do the Right Thing, We Own It and We Find the Fun.

About the role

The role of Administration Assistant is to provide comprehensive support to the Managing Director of Customer Services. You will be responsible for managing administrative tasks, coordinating schedules, facilitating communications and ensuring the smooth operation of the Customer Services Unit. This role requires exceptional organisational skills, excellent communication abilities and the ability to handle confidential information with discretion.

What you’ll do

• Calendar Management: Effectively manage the Managing Director's calendar, schedule appointments, coordinate meetings, and proactively handle conflicts or changes in priorities.
• Travel Coordination: Arrange and coordinate complex travel itineraries, including flights, accommodations, ground transportation, and visas, ensuring efficient logistics and timely arrangements.
• Meeting Support: Prepare meeting agendas, collate relevant materials, and provide support during meetings, including recording minutes and action items. Follow up on action items to ensure timely completion.
• Correspondence and Communication: Draft, proofread, and edit correspondence, reports, and presentations on behalf of the Managing Director. Screen and prioritize emails, phone calls, and other inquiries, providing appropriate responses or redirecting as necessary.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and team members. Act as a liaison between the Managing Director and various departments.
• Project Coordination: Assist in planning and executing special projects, events, and initiatives. Monitor project timelines, gather relevant data, and prepare reports as required.
• Prioritization and Time Management: Help the Managing Director prioritize tasks and manage competing demands effectively, ensuring deadlines are met and deliverables are achieved.
• Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and exercise discretion in all interactions.

What we’re looking for

• Strong organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
• Excellent verbal and written communication skills, with the ability to interact confidently and professionally with individuals at all levels.
• Proficiency in using productivity tools such as Microsoft Office suite.
• Exceptional attention to detail and accuracy.
• Discretion in handling confidential and sensitive information.
• Strong problem-solving skills and the ability to anticipate needs and challenges.
• Flexibility and adaptability to changing priorities and work demands.

What we offer (via Digitus)

• 15 days holiday per year + 3 extra BigHand days off between Christmas & New Year every year
• Various wellbeing benefits including medical insurance, wellbeing leave, online wellbeing programs & webinars, access to online therapy and Employee Resource Groups (ERG)
• Company-wide Wellness day, for our teams all across the globe to switch off and spend the day doing something to nourish their mental health
• Opportunities to give back with company volunteer events and individual volunteer days
• Family benefits including enhanced maternity leave, paternity leave and marriage leave
• Career growth opportunities and study leave options
• Remote-working arrangement
• Growing business with a global presence, growing Lebanon team and a brand new Beirut office (for those who would prefer hybrid-working)!

Our DEI Commitment

We welcome the unique value and individuality that you can bring to BigHand. We are an equal opportunity employer and are dedicated to recruiting solely based on capability and potential regardless of race, gender, sexual orientation, gender identity or expression, age, educational background, national origin, religion, military status or physical ability. Our BigHanders are dedicated to advancing our culture of belonging by embracing differing viewpoints, opinions, thoughts, and ideas.