Available Opportunities
VAC7471 - Executive Assistant (Omani Nationals)
Field: General Management Contract Type: Full Time - Permanent
Location: Oman - Muscat Closing date: 19-Nov-2018
Ooredoo Family Member::

As a Executive Assistant you will be responsible for wide variety of administration and secretarial tasks, reporting directly to the CEO office manager, providing executive support on a one-on-one basis to all C Level Officers, you will be  serves as the primary point of contact for internal and external entities on all matters pertaining to the CXO’s and serves as a liaison to the Executive teams and organises/co-ordinates executive outreach and external relations, you will also acting as the stand in EA to the CEO when the CEO Office manager is away.

Core Responsibilities::

You will be providing efficient and pro-active support services to the CXO’S ensuring high quality standards are met at all times, planning and scheduling meetings and appointments, organizing and scheduling daily activities for the CXO’S, providing effective secretarial and administrative support to the CXO’S including calendar & diary management, correspondence, travel arrangements, arranging and coordinating meetings, conference, press interview scheduling etc, providing prompt, accurate, courteous and helpful service to internal & external customers, suppliers, etc, completing a broad variety of administrative tasks for the CXO’S including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings, providing support in managing the CXO’S’s personal files, organizing their documents and properly archiving them, so that CXO’S can focus on professional issues, planning, coordinating and ensuring the CXO’S's schedule is followed and respected, providing "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CXO’S's time and office.

  

Other responsibilities will also include:

  • Organize personally with the support of other staff all travel arrangements for the CXO’S
  • Keep the CXO’S aware of their schedules so that work activities can be planned / organized in advance.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CXO’S, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the CXO’S office and internal departments; demonstrating credibility, trust and support with senior management and staff.
  • Works closely and effectively with the CXO’S to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. 
  • Manage projects and tasks assigned by the CXO’S  
  • Undertakes filing and maintains records for all legal contracts and outgoing/ incoming correspondence) pertaining to the CXO’S
  • Establish and maintain a document storage system to organize and maintain paper and electronic filing
  • Handle customer’s enquiries and complaints that come through CXO’S directing them to the appropriate departments.
  • Represents the CXO’S by welcoming visitors
  • Take Additional Responsibility of the CEO’s Office when the CEO Office Manager is not in Office

The Peron:

To apply for this position you should have the followings:

  • Degree holder in business administration
  • At least 4 years’ experience in an administrative role of which at least 2 years should be as Executive secretary or equivalent level
  • Proven experience in working at executive level where confidentiality is of prime importance
  • Significant experience in organising and managing complex travel arrangements and diary schedules
  • Expertise in Board Meeting arrangements, including minute taking and dissemination
  • Experience in document storage and retrieval systems and their maintenance
  • Significant experience in general administration
  • MS Office proficiency
  • Fluent  written and spoken English – Arabic a plus                                   

Technical Skills Required:
  • Document storage and retrieval
  • Board Meeting arrangement
  • Minute Taking
  • Travel Arrangement
  • Time management
  • Scheduling and diary management
  • General Administration
Behavioral Skills Required:
  • Communicating effectively
  • Planning and organising
  • Results focused and Resilient
  • Customer focused
  • Detail oriented
  • Teamwork
  • Able to work under pressure
  • Pleasing personality and attitude 
Note: you will be required to attach the following:
1. Resume / cv
2. Passport-size photograph
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