Executive Assistant

2 weeks ago

Muscat, Muscat, Oman Water Vision Technology Full time 120,000 - 180,000 per year

Executive Assistant (Operations and Task Coordinator) – Oman (Onsite, Full Time)

We are looking for a proactive and highly organized Executive Assistant to support our leadership and teams. This role focuses on task coordination, process creation, and ensuring smooth execution of daily operations. You will help translate discussions into clear actions, keep owners accountable, and build simple processes that scale.

Key Responsibilities

  • Capture tasks from conversations, chats, and voice notes. Turn them into clear tasks with owners, due dates, and context.
  • Maintain priority queues, highlight blockers, and propose next steps.
  • Ensure every task has an owner, a deadline, and clear completion criteria.
  • Follow up on tasks, remind owners before deadlines, and escalate issues when needed.
  • Maintain a visible dashboard in Microsoft Planner to track task status.
  • Prepare meeting briefs and publish action summaries within 24 hours after meetings.
  • Manage inbound requests, protect executive focus time, and draft messages when helpful.
  • Create simple SOPs and templates for recurring workflows, briefs, and status updates.
  • Keep information systems organized, publish weekly status updates, and maintain key reference lists.
  • Identify repetitive steps and set up light automations using Microsoft Power Automate or Copilot.
  • Communicate clearly across teams with timely updates and follow-ups.
  • Run weekly check-ins with owners and support quarterly planning reviews.
Desired Candidate Profile

Qualifications

  • Minimum 3 years of experience in executive assistance, project coordination, or operations.
  • Experience in creating SOPs and lightweight processes.
  • Strong skills in Microsoft 365 tools such as Teams, Planner, and Outlook. Familiarity with Power Automate or Copilot is an advantage.
  • Excellent written and spoken English. Arabic is a plus.
  • Strong ownership, organization, proactive communication, and good judgment when handling sensitive information.

Success Metrics

  • High accuracy in capturing and assigning tasks within deadlines.
  • Majority of tasks completed on time with clear outcomes.
  • Action points from meetings consistently logged and tracked.
  • SOPs and processes adopted effectively by teams.
  • Clean and up-to-date dashboards and reports.

First 90 Days Roadmap

  • First 30 days: Shadow the executive, set up Planner as the central task tracker, and draft initial SOPs.
  • 31 to 60 days: Expand SOPs, launch templates, and introduce basic automations. Publish first monthly performance report.
  • 61 to 90 days: Strengthen escalation processes, improve task completion rates, refine SOPs, and propose new improvements.

Working Parameters

  • Based in Oman, covering GST +04:00 core hours with flexibility for urgent follow-ups.
  • Authority to schedule check-ins, send reminders or escalations, and request updates.
  • Must handle sensitive information with confidentiality and follow company policies.

This role is best suited for someone who thrives in fast-moving environments, enjoys organizing complex workflows, and takes ownership of driving things forward.

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