About the Role
This position operates within the context of confidentiality, diplomacy and judgement. Guiding principles will be found in the published policies and procedures as well as past precedent. However, the ability to operate within indistinct parameters is also important.
Management of Schedule:
Responsible for maintaining & managing the Managing Director’s daily calendar and schedule
Arrange meeting invites and appointments and ensure the MD is well-prepared for the meetings;
Attend meetings and take minutes as and when required
Administrative Support:
Act as the MD r’s first point of contact and liaise with people from both internal and external organisations
Responsible for drafting correspondence, official letters, agendas, reports, slide presentations, monthly reports, and other documents
Responsible for screening telephone calls, enquiries and requests
Travel Arrangements
Plan, organize and arrange the MD’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company’s International and Local Business Travel Policy
Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.
Office Management
Responsible for the upkeep and maintenance of the MD’s office and ensure that all office equipment & facilities are in working condition.
Responsible for maintaining and ordering stationery and grocery supplies for the department
Filing and Document Circulation
Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Director
About the Requirements
Minimum Qualifications and Knowledge:
Degree qualification preferred
Minimum Experience:
5-8 years of experience in administration or secretarial role, with at least 2-3 years experience in the capacity of Personal Assistant or Executive Secretary for a Management level position in a large-sized organisation. Retail sector experience is an advantage.
Job Details
| Posted Date: | 2020-03-31 |
| Job Location: | Muscat, Oman |
| Job Role: | Secretarial |
| Company Industry: | Automotive Dealership & Distributor |
Preferred Candidate
| Career Level: | Mid Career |
| Degree: | Bachelor's degree |
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