Office Secretary

2 weeks ago

Oman Fine Tours & Travels Ernakulam Full time 40,000 - 60,000 per year

Job Description Office Secretary

Location: Muscat , Oman

Industry: Retail & FMCG

Experience Required: 2 to 5 years

Reporting to: Chairman / Directors

Role Summary

We are seeking a highly organized and discreet Office Secretary with a strong personality and proven experience supporting senior leadership, including Chairmen and Directors. The ideal candidate will manage daily scheduling, coordinate high-level meetings, generate reports, and handle travel logistics with precision and confidentiality.

Key Responsibilities

  • Schedule and coordinate daily meetings for the Chairman with multiple departments
  • Arrange Directors meetings with department heads and cross-functional teams
  • Ensure all meetings are scheduled on time and aligned with executive priorities.
  • Send timely reminders and follow-ups to employees and stakeholders before meetings.
  • Prepare Minutes of the Meeting during Chairman/Director discussions with HODs or employees, ensuring accuracy and confidentiality.
  • Generate and maintain MIS reports for executive review.
  • Organize travel bookings, itineraries, and accommodations for Chairman and Directors.
  • Maintain executive calendars and proactively manage changes or conflicts.
  • Liaise with internal departments to ensure smooth communication and coordination.
  • Handle incoming correspondence and prioritize urgent matters.
  • Maintain strict confidentiality of all meetings, discussions and documents.

What Were Looking For

  • Strong personality with the ability to manage high-pressure executive environments.
  • Prior experience supporting Chairman/Director-level executives.
  • Excellent organizational, communication, and time-management skills.
  • High level of discretion, professionalism, and confidentiality
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
  • Skilled in generating and analyzing MIS reports.
  • Fluent in English; Arabic/Hindi is a plus.

Ideal Candidate Profile

  • 2–5 years of experience in a secretarial or executive assistant role within the FMCG or Retail industry.
  • Proven ability to handle sensitive information and executive-level coordination.
  • Confident, proactive, and detail-oriented with a service-driven mindset.
  • Capable of multitasking and prioritizing in a dynamic work environment.