Executive Assistant

1 week ago

Muscat, Muscat, Oman Oman Investment Authority Full time

The job description is comprehensive and covers various responsibilities of an Executive Assistant. However, it can be improved for clarity and readability by organizing related tasks under subheadings and removing some repetitive or less relevant details, such as the disclaimer, which is not part of the job responsibilities. Additionally, maintaining consistent formatting and ensuring the description is concise will enhance its effectiveness.

Below is a refined version that improves structure and focus:

Responsibilities of the Executive Assistant:
  1. Communication Management: Ensure timely handling of all internal and external communications, including letters, reports, and presentations. Draft and prepare responses as needed.
  2. Mail & Courier Management: Manage incoming and outgoing mail, parcels, samples, legal documents, and courier services.
  3. Calendar & Meeting Coordination: Optimize the CEO's schedule based on stakeholder priorities. Arrange meetings, send invitations, organize venues, and ensure smooth execution.
  4. Travel Logistics: Coordinate domestic and international travel arrangements, including visas, itineraries, and meeting documents. Support other team members with travel needs.
  5. Relations & Database Management: Maintain and update contact databases, ensure accurate communication, and foster strong relationships with stakeholders.
  6. Records & Documentation: Establish and maintain an efficient record-keeping system for easy access and retrieval of information.
  7. Visitor & Event Management: Organize visitor programs, security passes, safety inductions, and team-building events, including logistics and budgeting.
  8. Leave & Attendance Monitoring: Oversee leave schedules for senior management, assist with roster scheduling, and monitor attendance.
  9. Office Administration: Ensure office equipment is maintained, supplies are stocked, and the workspace remains clean and organized. Assist new team members with onboarding processes.
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