Administrative Support Specialist

6 days ago


Muscat, Muscat, Oman beBee Careers Full time

The role of an Executive Assistant is multifaceted and demanding, requiring exceptional organizational skills and attention to detail. This position plays a vital support role in ensuring the smooth operation of senior management's schedules, communication, and overall administrative functions.

Responsibilities of this position include:

Core Responsibilities
  1. Communication Management: Ensuring timely handling of all internal and external communications, including letters, reports, and presentations. Drafting and preparing responses as needed.
  2. Mail & Courier Management: Managing incoming and outgoing mail, parcels, samples, legal documents, and courier services.
  3. Calendar & Meeting Coordination: Optimizing senior management's schedule based on stakeholder priorities. Arranging meetings, sending invitations, organizing venues, and ensuring smooth execution.
  4. Travel Logistics: Coordinating domestic and international travel arrangements, including visas, itineraries, and meeting documents. Supporting other team members with travel needs.
  5. Relations & Database Management: Maintaining and updating contact databases, ensuring accurate communication, and fostering strong relationships with stakeholders.
  6. Records & Documentation: Establishing and maintaining an efficient record-keeping system for easy access and retrieval of information.
  7. Visitor & Event Management: Organizing visitor programs, security passes, safety inductions, and team-building events, including logistics and budgeting.
  8. Leave & Attendance Monitoring: Overseeing leave schedules for senior management, assisting with roster scheduling, and monitoring attendance.
  9. Office Administration: Ensuring office equipment is maintained, supplies are stocked, and the workspace remains clean and organized. Assisting new team members with onboarding processes.

This role requires strong interpersonal skills, discretion, and a high level of professionalism. The ideal candidate will possess excellent organizational abilities, be proactive, and have a flexible approach to work.



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