Executive Secretary - Muscat

Job Purpose Job Purpose: Responsible for providing comprehensive, high level and confidential secretarial and admin support to the manager/s based in the country/station. Responsible for providing comprehensive, high level and confidential secretarial and admin support to the manager/s based in the country/station. Job Outline • Be fully conversant with the activities of the dept/section in order to liaise with, on behalf of the manager/s with senior section heads both internally and externally. • Manage the diary of the manager/s, including scheduling appointments, travel arrangement and accommodation as necessary. Regularly monitor the daily schedule of the manager/s and provide in advance the required information/documentation for meetings/appointments by co-ordinating with sources within the company and externally. Alert the manager/s of any last minute reschedules or cancellations. • Receive and screen incoming call and mail, action responses or re-direct as necessary to the appropriate individuals to obtain additional information prior to presenting to the manager/s. • Manage and maintain a proper paper based or electronic filing system that is easily accessible by the manager/s or the team. • Manage and monitor the department/section attendance and leave records, overtime claims and verify such claims where necessary obtaining the required approvals to facilitate payroll processing through the finance team. • Where necessary manage petty cash accounts by verifying authenticity of claims ensuring figures are accurately recorded. Control and handle cash transactions to bring accounts to balance. • Undertake and support the manager/s or the team in a variety of special projects involving internal and external parties including researching activities involved with the project. Assist with the preparation of the department/section budgets. • Where required handle the invoicing and accounting matters of the Department. Arranges for vetting, approval, payment and receipt of all bills. • Responsibility for the acquisition, maintenance and replacement of office assets and equipment. Be the central point for ordering and restocking stationery and regular kitchen items ensuring the dept / section is within budget. Qualification Qualifications & Experience Minimum A level or HSC qualification with a preferred secretarial qualification and a minimum of 4 years? experience in a secretary/administrative capacity in a medium or large size company. Fully competent in MS Office applications. Fluency in spoken and written English, pleasant telephone etiquettes and the ability to prioritise work. Skills • Strong interpersonal skills and willingness to work in a positive manner. • Ability to prioritise heavy workload, meet deadlines and work either autonomously and within a team. • Appreciation for confidential matters and discretion • A proactive, solutions focused and flexible workstyle with high attention to detail. Must have the legal right to live and work in Oman. Salary & benefits Competitive salary Show more Show less

Be fully conversant with the activities of the dept/section in order to liaise with, on behalf of the manager/s with senior section heads both internally and externally. Manage the diary of the manager/s, including scheduling appointments, travel arrangement and accommodation as necessary. Regularly monitor the daily schedule of the manager/s and provide in advance the required information/documentation for meetings/appointments by co-ordinating with sources within the company and externally. Alert the manager/s of any last minute reschedules or cancellations. Receive and screen incoming call and mail, action responses or re-direct as necessary to the appropriate individuals to obtain additional information prior to presenting to the manager/s. Manage and maintain a proper paper based or electronic filing system that is easily accessible by the manager/s or the team. Manage and monitor the department/section attendance and leave records, overtime claims and verify such claims where necessary obtaining the required approvals to facilitate payroll processing through the finance team. Where necessary manage petty cash accounts by verifying authenticity of claims ensuring figures are accurately recorded. Control and handle cash transactions to bring accounts to balance. Undertake and support the manager/s or the team in a variety of special projects involving internal and external parties including researching activities involved with the project. Assist with the preparation of the department/section budgets. Where required handle the invoicing and accounting matters of the Department. Arranges for vetting, approval, payment and receipt of all bills. Responsibility for the acquisition, maintenance and replacement of office assets and equipment. Be the central point for ordering and restocking stationery and regular kitchen items ensuring the dept / section is within budget.