
Administrative Support Specialist
6 days ago
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- Communication Management: Ensuring timely handling of all internal and external communications, including letters, reports, and presentations. Drafting and preparing responses as needed.
- Mail & Courier Management: Managing incoming and outgoing mail, parcels, samples, legal documents, and courier services.
- Calendar & Meeting Coordination: Optimizing senior management's schedule based on stakeholder priorities. Arranging meetings, sending invitations, organizing venues, and ensuring smooth execution.
- Travel Logistics: Coordinating domestic and international travel arrangements, including visas, itineraries, and meeting documents. Supporting other team members with travel needs.
- Relations & Database Management: Maintaining and updating contact databases, ensuring accurate communication, and fostering strong relationships with stakeholders.
- Records & Documentation: Establishing and maintaining an efficient record-keeping system for easy access and retrieval of information.
- Visitor & Event Management: Organizing visitor programs, security passes, safety inductions, and team-building events, including logistics and budgeting.
- Leave & Attendance Monitoring: Overseeing leave schedules for senior management, assisting with roster scheduling, and monitoring attendance.
- 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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Omani Administrative Support Specialist
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Administrative Support Specialist
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