Executive Assistant

Executive Assistant – Job Description

Location: Muscat, Oman

Employment Type: Full-Time, On-Site

Company Overview

Nada Happiness is a leading FMCG company in Oman, operating across wholesale, retail hypermarket, and distribution sectors. With 16 retail outlets nationwide, the company offers high-quality products including food, beverages, spices, snacks, and household essentials to both individual customers and businesses. Its distribution division supplies products efficiently to grocery stores and major supermarkets such as Lulu, Nesto, and Carrefour. Committed to operational excellence, Nada Happiness aims to deliver a seamless shopping and distribution experience while supporting growth and success for its partners and stakeholders.

Role Description

The Executive Assistant will provide high-level administrative and operational support to the Chairman & Managing Director (MD). This position requires strong organizational, communication, and multitasking skills to effectively manage schedules, coordinate meetings, handle confidential information, and streamline executive workflows. The candidate will be instrumental in supporting senior leadership and ensuring smooth business operations.

Key Responsibilities

Executive Support & Communication

• Provide comprehensive executive support to the Chairman & MD, including calendar management, emails, meetings, and travel coordination.
• Draft, review, and manage professional communication and confidential documents on behalf of senior management.
• Act as the first point of contact for internal and external stakeholders, ensuring professionalism and timely responses.

Meeting Management

• Schedule, coordinate, and manage all internal and external meetings, including Board Meetings, Core Team Meetings, and departmental meetings.
• Maintain the MD/Chairman's annual business calendar and ensure no scheduling conflicts.
• Ensure all meeting rooms are clean, organized, equipped with necessary setup, and ready at least 10 minutes before meetings.
• Prepare meeting materials, presentations, agendas, and required documents.
• Participate in all Board and Core Management Meetings, present meeting points when required, take detailed minutes, and follow up on action points with relevant stakeholders.
• Prepare Minutes of Meeting (MOM) and follow up with HODs/Directors on tasks and deadlines.

Office Coordination & Administrative Support

• Coordinate with Admin, HR, and IT departments regarding office needs, maintenance, logistics, and internal arrangements.
• Handle VIP visitors, appointments, and hospitality arrangements to ensure a high level of service.
• Maintain filing systems, confidential records, and document control for easy retrieval and secure storage.
• Prepare official letters, circulars, memos, and other executive-level documentation as needed.
• Maintain daily/weekly follow-up trackers for all Chairman/MD instructions and ensure timely updates.
• Be available during urgent business requirements and provide immediate coordination and assistance.

Qualifications

• Proven experience in Executive Administrative Assistance or similar roles.
• Strong expertise in preparing and managing expense reports.
• Excellent verbal and written communication skills.
• High level of organizational efficiency, multitasking capability, and attention to detail.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Bachelor's degree in Business Administration or related field preferred.
• Experience in the FMCG or retail sector is an added advantage.
• Ability to work effectively in a dynamic, fast-paced environment while maintaining confidentiality and professionalism.