Industry: Business Group
Total Positions: 1
Job Type: Full Time/Permanent
Gender: Male
Salary: 1600USD - 2000USD (Monthly)
Education: Bachelor′s Degree
Experience: 4-8 Years
Location: Muscat, Oman
Skills: Managing Schedules, Coordinating Meetings, Handling Correspondence, and Performing Various Administrative Tasks.
Posted Date: 27-07-2024
Description:
The Executive Assistant / Secretary provides high-level administrative support to the executive team by managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks. This role demands a high level of discretion, professionalism, and organizational skills.
Key Responsibilities:
• Administrative Support: Manage executive schedules, including arranging meetings, appointments, and travel arrangements. Prepare and edit correspondence, communications, presentations, and other documents. Handle incoming calls, emails, and other communications, often acting as the first point of contact. Maintain and organize filing systems, both electronic and physical.
• Meeting Coordination: Schedule, organize, and coordinate meetings, conferences, and events. Prepare meeting agendas, take minutes, and follow up on action items. Ensure executives are well-prepared for meetings by providing necessary materials and information.
• Communication Management: Draft and proofread emails, reports, and other communications. Manage internal and external communications, ensuring timely responses. Serve as a liaison between executives and other staff or external parties.
Ø Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
Ø Prepare and circulate all correspondence from division such as IOMs (inter office memos), Internal Audit replies, etc.
Ø Assist commercial team in their functioning for logistics wherever required
Ø Prepare necessary Management MIS reports / dashboards
Ø Analyze and control debtor ageing
Ø Analyze and take steps to minimize stock ageing
Ø Receive / screen phone calls and redirect them when appropriate
Ø Attend internal meetings and keep minutes
Ø Make travel arrangements whenever necessary
Ø Handle confidential documents ensuring they remain secure
Ø Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
Ø Maintain electronic and paper records ensuring information is organized and easily accessible
Ø Support all HR activities related to division
Ø Provide necessary support to all sales staff in regard to their requirements
• Project Management: Assist in the planning and execution of projects and initiatives led by the executive team. Track progress, manage timelines, and ensure project goals are met.
• Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion. Ensure compliance with company policies and procedures regarding data security.
• Office Management: Oversee the maintenance of office supplies and equipment. Coordinate with IT and facilities management to address any office-related issues. Support other administrative staff as needed.
• Relationship Management: uild and maintain positive relationships with internal and external stakeholders. Assist in coordinating and hosting guests and visitors.
Qualifications:
• Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Experience: Minimum of 3-5 years of experience in an executive assistant or similar administrative role.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• High level of professionalism and discretion.
• Excellent interpersonal skills and a collaborative approach.
• Attention to Detail: Thoroughness in accomplishing tasks and ensuring accuracy.
• Problem-Solving: Ability to identify issues and develop effective solutions.
• Adaptability: Flexibility in handling changing priorities and tasks.
• Initiative: Proactive approach to responsibilities and ability to work independently.
• Dependability: Reliability and consistency in meeting commitments and deadline