Executive Secretary

Job Purpose Job Purpose Responsible for providing comprehensive high level and confidential secretarial and admin support to the manager s based in the country station Responsible for providing comprehensive high level and confidential secretarial and admin support to the manager s based in the country station

• Be fully conversant with the activities of the dept section in order to liaise with on behalf of the manager s with senior section heads both internally and externally
• Manage the diary of the manager s including scheduling appointments travel arrangement and accommodation as necessary
• Regularly monitor the daily schedule of the manager s and provide in advance the required information documentation for meetings appointments by co-ordinating with sources within the company and externally
• Alert the manager s of any last minute reschedules or cancellations
• Receive and screen incoming call and mail action responses or re-direct as necessary to the appropriate individuals to obtain additional information prior to presenting to the manager s
• Manage and maintain a proper paper based or electronic filing system that is easily accessible by the manager s or the team
• Manage and monitor the department section attendance and leave records overtime claims and verify such claims where necessary obtaining the required approvals to facilitate payroll processing through the finance team
• Where necessary manage petty cash accounts by verifying authenticity of claims ensuring figures are accurately recorded
• Control and handle cash transactions to bring accounts to balance
• Undertake and support the manager s or the team in a variety of special projects involving internal and external parties including researching activities involved with the project
• Assist with the preparation of the department section budgets
• Where required handle the invoicing and accounting matters of the Department
• Arranges for vetting approval payment and receipt of all bills
• Responsibility for the acquisition maintenance and replacement of office assets and equipment
• Be the central point for ordering and restocking stationery and regular kitchen items ensuring the dept section is within budget

Minimum A level or HSC qualification with a preferred secretarial qualification and a minimum of 4 years? experience in a secretary/administrative capacity in a medium or large size company. Fully competent in MS Office applications. Fluency in spoken and written English, pleasant telephone etiquettes and the ability to prioritise work.

• -Strong interpersonal skills and willingness to work in a positive manner.
• -Ability to prioritise heavy workload, meet deadlines and work either autonomously and within a team.
• -Appreciation for confidential matters and discretion
• -A proactive, solutions focused and flexible workstyle with high attention to detail.

Must have the legal right to live and work in Oman.