Administrative Executive

Omnicom Media Group MENA (OMG MENA) is a leading global provider of advertising and marketing communications services, renowned for its innovative solutions and expertise across various industries. OMG CORE operates under PHD Media Lebanon SAL providing specialized services in digital planning, performance marketing, data analysis, and more. We support our partner agencies-PHD, OMD, and H&S-across multiple markets, including the European region and the GCC, delivering tailored solutions to meet diverse client needs.

About The Job

The Administrative Officer is responsible for ensuring the smooth and efficient operation of office administration functions. The role provides administrative, operational, and logistical support to employees and leadership teams while maintaining office standards, coordinating vendors, overseeing facilities, and supporting business processes. 

The Administrative Officer serves as a central point of coordination across departments, ensuring that daily operations run effectively and that employees receive timely and professional support. 

A Typical Day Will Include

Vendor & Supplier Management

• Liaise with external vendors, contractors, building management, and service providers.
• Obtain quotations and negotiate with suppliers to ensure cost-effective solutions.
• Process purchase requests and coordinate vendor payments with Finance.
• Monitor vendor performance and service quality. 

Operations Support

• Support the implementation of company policies and procedures.
• Coordinate employee onboarding logistics, including workstation setup and access requirements. 
• Assist with travel arrangements, accommodation bookings, and transportation logistics.
• Maintain company records, contracts, and administrative documentation. 

Event & Meeting Coordination

• Organize internal meetings, training sessions, town halls, and company events. 
• Manage meeting room bookings and event logistics. 
• Coordinate catering, venue arrangements, and required materials. 

Health, Safety & Compliance 

• Ensure office compliance with health, safety, and security regulations. 
• Maintain emergency procedures and office safety standards.
• Coordinate with building management on security and access control requirements. 

Stakeholder Support

• Provide administrative support to management and department heads.
• Respond promptly to employee administrative requests and inquiries.
• Foster positive relationships with internal and external stakeholders.

Reporting & Documentation 

• Prepare administrative reports and operational updates.

The Ideal Candidate Will Have

• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving skills and a proactive approach to administrative challenges.
• Professionalism, discretion, and the ability to handle sensitive information confidentially.
• Experience coordinating vendors, facilities, and office operations.
• Proficiency in Microsoft Office applications and administrative systems.
• Ability to work independently while collaborating effectively with cross-functional teams.

Only Shortlisted Candidates Will Be Contacted

Omnicom Media Group is An Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.

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