Executive Assistant – Al Futtaim Group – Oman

About the Role

This position operates within the context of confidentiality, diplomacy and judgement.  Guiding principles will be found in the published policies and procedures as well as past precedent.  However, the ability to operate within indistinct parameters is also important.


Management of Schedule:

Responsible for maintaining & managing the Managing Director’s daily calendar and schedule
Arrange meeting invites and appointments and ensure the MD is well-prepared for the meetings;
Attend meetings and take minutes as and when required
Administrative Support:

 Act as the MD r’s first point of contact  and liaise with people from both internal and external organisations
Responsible for drafting correspondence, official letters, agendas, reports, slide presentations, monthly reports, and other documents
Responsible for screening telephone calls, enquiries and requests
Travel Arrangements

Plan, organize and arrange the MD’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance  with the company’s International and Local Business Travel Policy
Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.
Office Management

 Responsible for the upkeep and maintenance of the MD’s office and ensure that all office equipment & facilities are in working condition.
Responsible for maintaining and ordering stationery and grocery supplies for the department
Filing and Document Circulation

  Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Director

About the Requirements

Minimum Qualifications and Knowledge:  

Degree qualification preferred
Minimum Experience:

5-8 years of experience in administration or secretarial role, with at least 2-3 years experience in the capacity of Personal Assistant or Executive Secretary for a Management level position in a large-sized organisation. Retail sector experience is an advantage.


Job Details

Posted Date: 2020-03-31
Job Location: Muscat, Oman
Job Role: Secretarial
Company Industry: Automotive Dealership & Distributor

Preferred Candidate

Career Level: Mid Career
Degree: Bachelor’s degree

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