Executive Secretary
Muscat, Oman
Job Description
- Muscat
- Utility
- Permanent/Fulltime
Scope
To provide support to the company and Board Secretary by effectively managing his schedule and performing a wide variety of responsible, complex and confidential administrative, secretarial, analytical , board of min of meeting and research duties with a high level of confidentiality, initiative, tact, maturity and independent judgment.
KEY of ACCOUNTABILITIES AND RESPOSIBLITIE
Description
Secretarial and administrative support
- Takes care of all affairs in internal and external administration of CEO and Board Secretary.
- Compose routine correspondence not requiring the personal attention of the CEO and Board Secretary in order to reduce their workload.
- Edit and verify memos /MOM and written correspondence as assigned by the CEO in order to ensure communication is clear and consistent.
- Gather and prepare information for routine reports in order to ensure relevant information is gathered to support the creation of reports.
- Create reports and high-quality presentations utilising the most appropriate software in order to provide professional and branded presentations.
- Conduct routine personnel, budget, payroll and purchasing duties in order to relive the CEO from the respective tasks.
- Support the chairman of the board regarding BoD meetings and the Audit Committee ( Handel by AGM).
- Organize and record all board correspondences and ensure timely delivery of notices/letters to the board
- Ensure the completeness and accuracy of the minutes drawn up by him/her in the board meetings, committee meetings and Annual General Meetings
- Compilation and management of company files (articles of incorporation, regulations, share register, minutes, monthly reports, and annual report, etc.)
- Preparing meeting schedules/prepare board documents and informing the board members about the meetings and organize the meetings as per schedules
- Taking minutes at board meetings and delivery of final minutes to the members
- Preparing board resolutions based on decisions made at the meetings, recording and filing of the resolutions.
- Manage the diary of the CEO through scheduling of internal and external appointments to ensure effective time usage and avoid conflicting schedules.
- Maintains good relationship between the company and government and clients.
- Provide a first point of contact for visitors to the CEO, ensuring that guests are made to feel welcome and their needs taken care of while visiting the organisation.
- Screen incoming mail and telephone calls to the CEO to ensure effective communication with staff and external bodies.
- Manage the interface between the CEO Office and other external parties such as government entities, service providers etc., providing information and handling issues as far as possible on behalf of the CEO and exercising appropriate judgement on matters which need to be escalated and brought to the attention of the CEO or other senior executives as appropriate.
- Respond to requests for information and complaints to ensure a timely, efficient and appropriate response to resolve the matter.
- Follow all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
- Manage and maintain effective office procedures and efficient work flow. Supervise and provide direction to other support staff including leadership and guidance.
Minimum Qualifications:
- Bachelor’s Degree in business administration, Management or Equivalent.
- 5 years of relevant experience in Executive secretary in large organization.
- Fluent in English and Arabic Speaking, Writing and Reading.
- Professional in Secretary tasks.
- Very well Presenter.
- Time management skills,
- Communications skills,
- Critical thinking skills, problem solving skills.
- Administrative skills & Presentation Skills.
- Motivation & Energetic,
- Infrastructure technologies
Beware of fraud agents! do not pay money to get a job
MNCJobsGulf.com will not be responsible for any payment made to a third-party. All Terms of Use are applicable.
Job Detail
-
Job IdJD1408468
-
IndustryNot mentioned
-
Total Positions1
-
Job Type:Full Time
-
Salary:Not mentioned
-
Employment StatusPermanent
-
Job LocationMuscat, Oman
-
EducationNot mentioned