Executive Secretary

Energy Development Oman; Muscat; On-site; OMR 10,000 - 12,000; Full time

Job summary

Energy Development Oman is seeking a skilled Executive Secretary to provide high-level administrative support to the CEO and senior executives. The role involves managing schedules, preparing reports, and coordinating meetings. The ideal candidate has at least 5 years of experience and a bachelor's degree in Business Administration.

The Executive Secretary will ensure smooth operations within the Executive Office, handling confidential information and acting as a primary point of contact for communication with stakeholders.

Qualifications

• Minimum 5 years of experience working in a similar role.
• Bachelor’s degree in Business Administration, Management, or a related field.
• Proven experience in the energy sector managing executives' schedules.

Responsibilities

• Manage the daily schedule for the CEO and senior executives.
• Organize and coordinate meetings, including preparing agendas.
• Act as the primary point of contact for the Executive Office.
• Arrange travel itineraries for executives.
• Maintain organized records and filing systems.

Skills

Communication skills

Time management

Confidentiality

Project management

Education

Bachelor’s degree in Business Administration

5 years of experience in a similar role

Job description

Job Purpose

Provides high-level administrative support to the CEO, Board members, and other senior executives, ensuring smooth and efficient operation within the Executive Office. This role involves managing schedules, preparing reports, coordinating meetings, and liaising with stakeholders. The Executive Secretary acts as the primary point of contact for internal and external communications, representing the Executive Office with professionalism and discretion.

Responsibilities & Accountabilities

Executive Support

• Manage the daily schedule, calendar, and correspondence of the CEO and other senior executives, prioritizing tasks and ensuring efficient time management.
• Prepare, review, and edit documents, reports, and presentations for internal and external meetings, ensuring accuracy and high standards.
• Handle sensitive and confidential information with discretion, maintaining the trust and integrity of the Executive Office.

Meeting Coordination

• Organize and coordinate meetings, including preparing agendas, materials, and minutes.
• Schedule and arrange logistics for board meetings, executive committee meetings, and other high-level sessions, ensuring all participants have necessary information and resources.
• Attend meetings as required, capturing detailed minutes and ensuring timely follow-up on action items.

Communication Management

• Act as the primary point of contact for the Executive Office, screening calls, emails, and requests from both internal and external parties.
• Liaise with key stakeholders, including Board members, senior management, and external partners, on behalf of the CEO and executive team.
• Draft correspondence, responses, and official communications for the Executive Office, ensuring clarity, professionalism, and alignment with company policies.

Travel & Event Management

• Arrange travel itineraries for the CEO and other executives, including flights, accommodation, visas and transport, ensuring alignment with schedules and budgets.
• Coordinate and plan executive events, functions, and meetings as needed, handling logistics, invitations, and agendas.

Document and File Management

• Maintain organized records and filing systems for the Executive Office, including electronic and hard copies of essential documents.
• Ensure that records are accurately maintained, easily accessible, and compliant with company policies on data management and confidentiality.

Project Assistance

• Provide administrative support on special projects, working closely with executives and cross-functional teams to support organizational initiatives.
• Track project milestones, update progress reports, and follow up on deadlines and deliverables as required.

Office Administration Support

• Assist in general office administration duties, such as ordering supplies, arranging maintenance, and coordinating with vendors for the Executive Office.
• Monitor office expenses related to executive operations, ensuring adherence to budget and timely reporting.

Education and Experience

• Minimum 5 years of experience working in a similar role.
• Bachelor’s degree in Business Administration, Management, or a related field.
• Proven experience in the energy sector with a good understanding of managing schedules for executives.
• Excellent written and verbal communication skills; ability to draft and proofread executive-level correspondence and presentations.

Application Deadline: 20th June 2026