Executive Assistant

Job Title

Executive Assistant to the General Manager

Location

Muscat, Oman

Job Summary

The Executive Assistant to the General Manager provides high-level administrative and operational support to ensure the efficient functioning of the General Manager’s office. The role involves managing schedules, handling communications, coordinating meetings and events, supporting HR-related activities, and overseeing administrative processes across multiple locations. The position requires strong organizational, communication, and multitasking abilities while maintaining professionalism and confidentiality.

Key Responsibilities

Executive Support

• Provide direct administrative support to the General Manager in daily operations.
• Manage and maintain the General Manager’s calendar, appointments, and travel schedules.
• Prepare reports, presentations, and correspondence as required.
• Screen and manage incoming communications including emails, calls, and requests.

Administrative Management

• Draft and type professional correspondence and documentation in both English and Arabic (bilingual) when required.
• Maintain document control systems and ensure proper filing and record management.
• Coordinate office operations and ensure smooth workflow within the executive office.

Financial & Operational Coordination

• Assist with processing purchase orders (POs), invoices, expense claims, and payments.
• Maintain accurate financial documentation related to administrative operations.
• Coordinate with finance teams regarding approvals and payment processing.

HR & Employee Support

• Handle HR-related administrative matters for management and employees across Oman and Bahrain.
• Assist with employee requests, documentation, and coordination with HR departments.
• Support onboarding and administrative HR processes when required.

Client & Stakeholder Management

• Act as a key point of contact between the General Manager and internal/external stakeholders.
• Manage and prioritize client requests to ensure timely responses and service delivery.
• Maintain strong professional relationships with clients, partners, and suppliers.

Meeting & Event Coordination

• Organize meetings, conferences, and executive events.
• Prepare meeting agendas, record minutes, and follow up on action items.
• Coordinate logistics including venue arrangements, vendor communication, and event procurement.

Vendor & Supplier Coordination

• Communicate with suppliers for service requirements and procurement.
• Manage logistics and ensure smooth coordination from purchase order issuance to final payment.

Required Skills & Competencies

• Strong executive-level communication skills (verbal and written).
• Excellent organizational and time management abilities.
• Ability to multitask and prioritize tasks effectively.
• Strong attention to detail and accuracy in documentation and financial processes.
• Proficiency in calendar management and office administration tools.
• Experience in client relationship management.
• Knowledge of HR administrative processes.

Qualifications

• Bachelor’s Degree in Business Administration, Office Management, or related field.
• 5+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Coordinator supporting senior leadership.
• Experience supporting multi-location operations is an advantage.
• Bilingual communication skills (English & Arabic) preferred.

Key Competencies

• Professionalism and confidentiality
• Problem-solving ability
• Strong interpersonal skills
• Decision-making capability
• Ability to work in a fast-paced environment