Administrative Assistant / Personal Assistant - Chairperson Office

Confidential Company; Muscat; On-site; OMR 10,000 - 15,000; Full time

Job summary

A confidential company is seeking a Personal Assistant to support the Chairperson. The role involves managing a complex calendar, coordinating travel logistics, and maintaining confidential records. Ideal candidates will be detail-oriented, possess exceptional communication skills, and be highly proficient with Microsoft Office Suite.

Qualifications

• Professional and detail-oriented with strong communication skills.
• Able to work independently and reliably, showcasing adaptability.
• Proficient in Microsoft Office Suite is essential.

Responsibilities

• Manage the Chairperson's calendar and travel arrangements.
• Prepare briefing materials and manage communications.
• Organize logistics for meetings and maintain filing systems.

Skills

Detail-oriented

Exceptional communication skills

Proficient with Microsoft Office Suite

Ability to prioritize tasks

Job description

• Proactively manage and maintain the Chairperson's complex and ever-changing calendar, scheduling meetings, appointments, and travel arrangements (domestic and international).
• Anticipate and resolve scheduling conflicts, ensuring the Chairperson is adequately prepared for all engagements.
• Prioritize and manage incoming communications, highlighting urgent matters and exercising judgment in handling sensitive information.
• Arrange comprehensive and detailed travel itineraries (flights, accommodation, ground transportation, visas) for the Chairperson, often involving multiple destinations and complex logistics.
• Proactively anticipate travel needs and potential issues, providing solutions and ensuring seamless travel experiences.
• Prepare and compile briefing materials, presentations, and reports for meetings, ensuring the Chairperson has all necessary information in advance.
• Organize and coordinate logistics for meetings, including room setup, catering, and technology requirements.
• Establish and maintain highly organized and confidential filing systems (physical and digital) for important documents, reports, and correspondence.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Perform a wide range of administrative and clerical tasks to support the Chairperson's office.
• Order office supplies and manage office equipment for the Chairperson's Office.

Desired Candidate Profile

• Detail-oriented and professional.
• Exceptional communication skills.
• Extremely proficient with Microsoft Office Suite.
• Ability to work independently and reliably.
• Flexible and adaptable in various situations and when interacting with many different personalities.
• Ability to organize and prioritize tasks, including delegation of tasks when appropriate.

Employment Type

Full Time

Company Industry

• General Trading
• Export
• Import

Department / Functional Area

• Secretary
• Front Office
• Personal Assistant (PA)

Keywords

• Executive Support
• Personal Assistant
• Executive Assistant
• Senior Administrative Assistant
• Executive Secretary
• Personal Secretary
• Secretary
• PA
• Administrative Assistant
• Office Secretary

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