Executive Secretary - Muscat

About the role

The Executive Secretary provides high‑level, confidential administrative support to managers based in Muscat. The role ensures smooth daily operations, manages communications and assists with project and budget tasks.

Key responsibilities

• Manage the manager’s diary, schedule appointments, arrange travel and accommodation, and keep them informed of any changes.
• Screen incoming calls and mail, direct inquiries appropriately, and prepare necessary documents for meetings.
• Maintain an organized paper and electronic filing system accessible to the manager and team.
• Track department attendance, leave, overtime, and verify claims for payroll processing.
• Oversee petty cash, verify authenticity of claims, record transactions and ensure accounts balance.
• Support special projects by coordinating internal and external parties and conducting research.
• Assist in preparing department budgets and handling invoicing, vetting, approval and payment of bills.
• Order and restock office supplies, kitchen items and manage office assets while staying within budget.

Required profile

• Minimum A‑Level/HSC qualification, preferably with a secretarial certificate and at least 4 years of administrative experience in a medium or large company.
• Fully competent in MS Office applications.
• Excellent spoken and written English with professional telephone etiquette.
• Strong interpersonal skills, ability to prioritize workload, meet deadlines and work both independently and as part of a team.
• Legal right to live and work in Oman.