About the Role
We are seeking a highly organized and proactive Executive Secretary to provide comprehensive administrative support to senior leadership in Oman. This role demands exceptional discretion, advanced calendar management expertise, and the ability to anticipate executive needs in a fast-paced environment. The ideal candidate will serve as the primary point of contact for internal and external stakeholders, ensuring seamless communication and operational efficiency at the highest level.
Core Responsibilities
- Manage complex executive calendars across multiple time zones, prioritizing appointments and resolving scheduling conflicts proactively
- Coordinate domestic and international travel arrangements including visas, itineraries, accommodations, and ground transportation
- Prepare and edit correspondence, reports, presentations, and meeting minutes with high attention to detail
- Act as gatekeeper for executive communications, screening calls, emails, and visitors with professionalism
- Organize and facilitate board meetings, leadership offsites, and stakeholder engagements including logistics and materials
- Maintain confidential filing systems for sensitive documents, contracts, and strategic records
- Liaise with cross-functional departments to track deliverables, follow up on action items, and ensure deadline compliance
- Handle expense reporting, invoice processing, and budget tracking for executive office operations
- Support special projects and ad-hoc assignments as directed by senior leadership
Required Qualifications
- Proven experience as an Executive Secretary, Executive Assistant, or Senior Administrative Professional supporting C-suite or senior management
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Teams, Zoom)
- Strong written and verbal communication skills in English; Arabic proficiency is a plus
- Demonstrated ability to handle confidential information with integrity and discretion
- Exceptional time management and prioritization skills with a track record of meeting tight deadlines
- Minimum high school diploma; bachelor's degree or relevant certification (CAP, OMCP) preferred
- Open to all nationalities as per Oman labor regulations
Preferred Skills
- Experience working in multinational corporations, government entities, or family offices in the GCC region
- Familiarity with Oman business culture, labor laws, and government portal navigation (e.g., MOL, ROP)
- Project coordination experience with tools like Asana, Trello, or Monday.com
- Event planning expertise for corporate gatherings, conferences, or VIP visits
- Multilingual capabilities (English, Arabic, Hindi/Urdu, or other regional languages)
What Makes This Opportunity Stand Out
This position offers direct access to senior decision-makers in a dynamic Oman-based organization, providing high-visibility exposure to strategic operations. You will operate with autonomy in a role that values initiative, precision, and professional growth. The environment supports skill development in executive operations, stakeholder management, and cross-cultural business practices within the Gulf region.