Administrative Support Specialist for CEO

17 hours ago

Muscat, Muscat, Oman beBee Careers Full time
Executive Secretary to CEO

The role of an Executive Secretary to a Chief Executive Officer (CEO) is a highly sought-after position that requires exceptional organizational skills, discretion, and the ability to work independently.

Main Responsibilities:

  1. Ensure seamless day-to-day operations by effectively utilizing available resources and managing tasks according to management targets.
  2. Provide comprehensive administrative support to the Chief Executive Officer, encompassing a wide range of activities.
  3. Maintain organization travel arrangements, including booking flights, accommodations, and other logistics as required.
  4. Handle self-correspondence, ensuring timely and professional communication.
  5. Establish and maintain an efficient documentation system, with accurate filing and record-keeping.
  6. Monitor and manage the Chief Executive Officer's phone calls, emails, and other correspondence.
  7. Prepare monthly review meeting reports, providing insightful analysis and recommendations.
  8. Create engaging presentations that effectively communicate key information and data.
  9. Maintain a centralized repository of all indent forms received from marketing segments, facilitating easy access and retrieval.
  10. Receive and respond to incoming and outgoing faxes, prioritizing tasks and ensuring prompt action.
  11. Manage inbound and outbound couriers, coordinating logistics and delivery.
  12. Collaborate with colleagues to optimize stationery items management, ensuring efficient use of resources.
  13. Arrange for visitors, visas, travel, and hotel accommodations, demonstrating excellent logistical skills.
  14. Maintain the Xerox machine and fax machine stationery, performing routine maintenance and troubleshooting.
  15. Oversee ISO documentation control, guaranteeing accuracy and adherence to regulatory standards.
  16. Prepare pre-qualification documents, ensuring completeness and compliance with requirements.
  17. Support company profile/catalogue printing initiatives, working closely with relevant teams.
  18. Coordinate photography requirements for products and materials, capturing high-quality images.
  19. Collaborate with the Head Office on administration activities, including:
    1. Recruitment - CVs and Employee Reference Forms (ERFs).
    2. Annual leave, employee clearance, and settlement of leave amounts.
    3. Travel arrangements - leave and business trips.
    4. Passport renewals and road permits.
    5. Visa and Civil card renewals.
    6. Employee medical card activities.
  20. Work with drivers on administration-related tasks, ensuring smooth coordination.
  21. Collaborate with the Human Resources and Administration team on all administrative matters.
Job Requirements

Scope and Objective:

  1. Responsible for overseeing the overall management of the Chief Executive Officer's Office.
  2. Provide comprehensive support to the Chief Executive Officer in their daily activities.
  3. Maintain the dignity and decorum of the Chief Executive Officer's Office, reflecting positively on the organization.
  4. Develop effective working relationships with various departments, fostering collaboration and achieving shared goals.

Key Qualifications:

  • Bachelor's degree in Business Administration or related field.
  • Minimum 2 years of experience as an Executive Secretary or similar role.
  • Excellent organizational, communication, and interpersonal skills.
  • Proficiency in Microsoft Office Suite, particularly Word, Excel, and PowerPoint.
  • Familiarity with document management systems and procedures.

Benefits:

  • A competitive salary package.
  • Opportunities for career growth and professional development.
  • A dynamic and supportive work environment.

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