Office Secretary

ConfidentialOman

13 days ago

Job description

Job Description – Office Secretary

Location : Muscat , Oman

Industry : Retail & FMCG Experience

Required : 2 to 5 years + Reporting to : Chairman / Directors

Role Summary

We are seeking a highly organized and discreet Office Secretary with a strong personality and proven experience supporting senior leadership, including Chairmen and Directors. The ideal candidate will manage daily scheduling, coordinate high-level meetings, generate reports, and handle travel logistics with precision and confidentiality.

Key Responsibilities

Schedule and coordinate daily meetings for the Chairman with multiple departments
Arrange Directors' meetings with department heads and cross-functional teams
Ensure all meetings are scheduled on time and aligned with executive priorities
Send timely reminders and follow-ups to employees and stakeholders before meetings
Prepare Minutes of the Meeting during Chairman / Director discussions with HODs or employees, ensuring accuracy and confidentiality
Generate and maintain MIS reports for executive review
Organize travel bookings, itineraries, and accommodations for Chairman and Directors
Maintain executive calendars and proactively manage changes or conflicts
Liaise with internal departments to ensure smooth communication and coordination
Handle incoming correspondence and prioritize urgent matters
Maintain strict confidentiality of all meetings, discussions, and documents

What We're Looking For

Strong personality with the ability to manage high-pressure executive environments

Prior experience supporting Chairman / Director-level executives

Excellent organizational, communication, and time-management skills

High level of discretion, professionalism, and confidentiality

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)

Skilled in generating and analyzing MIS reports

Fluent in English; Arabic / Hindi is a plus

Ideal Candidate Profile

2–5 years of experience in a secretarial or executive assistant role within the FMCG or Retail industry

Proven ability to handle sensitive information and executive-level coordination

Confident, proactive, and detail-oriented with a service-driven mindset

Capable of multitasking and prioritizing in a dynamic work environment

Skills Required

Microsoft Office, Data Entry, File Management, Customer Service, Document Preparation, Office Organization, Time Management, Basic Accounting

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Office Office • Oman