Executive Secretary

Job description / Role

- Function as liaison between the Board and CEO.
- Develop and distribute agenda of the board meetings.
- Take the minutes at Board Committee meetings for approval
- Custodian of all records of the Board related: file, index, and preserve complete records, electronic and written, such as all minutes, contracts, and documents pertaining to the business and proceedings of the Board.
- Assist with the revision and compilation of documents and presentations to the Board and other external audiences.
- Take minutes of The Management Team Meetings, distribute and make necessary follow-up; as well as prepare and distribute agenda accordingly.
- Make necessary follow-up upon progress reports and insure that deadlines are met.
- Support in Coordinating & ensuring accurate and timely flow of information, between the CEO & the Management Team and between the CEO & the Board.
- Screen and direct CEOs telephone calls, respond to inquiries from members of Management, Stakeholders, employees, personal contacts and the general public. Provide courteous and efficient responses to phone inquiries determining the extent and type of information which may be provided and refer to relevant parties within MISC.
- Create and maintain proper filing system and maintain it up to date.
- Make preparations for board and management meetings including calendar management, scheduling conference space, and facilitating catering arrangements. Prepare internal and external presentations including agenda and handouts
- Maintain comprehensive understanding of MISC policies, procedures and department managers methods of operation to effectively and efficiently conduct duties and responsibilities.
- Set priorities independently
- Set Calendar for management including responding to meeting requests and notifying Management of out of office appointments. Rescheduling when necessary. Manage scheduling of CEOs personal appointments as well
- Draft and type non-routine letters, memos, documents and various reports requiring familiarity with commonly used business and technical expressions. Translate from Arabic to English or vice versa as per requirement.
- Receive, sort and screen all incoming faxes and mail. Categorize and prioritize responses needed.
- Use initiative to prepare responses for signature and assemble background information from many sources. Follow up to ensure proper and timely action is taken
- Add to and maintain an accurate business and personal contact database of the CEO
- Other duties as assigned.

Requirements

- Diploma in Administration
- Min of 3 years of experience in Office Management or in a relevant position.
- Excellent organisational skills
- Initiative and independent judgment
- High communication and interpersonal skills
- Good analytical and decision making skills
- Knowledge of standard office procedures and equipment
- Ability to deal in a fair and courteous manner with a variety of individuals
- Ability to fulfil requests or otherwise provide services, accurate information, or assistance in a courteous and timely manner;
- Strong computer (MS Suite) and internet research skills
- Excellent typing skills.
- Excellent English & Arabic language (reading, writing), additional language is an asset

About the Company

Majis Industrial Services (Majis) was established in 2006 to provide water services to Oman’s growing industrial port and other special economic areas in Sohar. Majis started its operations by providing seawater for cooling purposes to the tenants of Sohar Industrial Port Area (SIPA) and has since grown to become a one-stop water utilities solution provider.

Looking at the longer-term With the Government of Oman as the sole shareholder, Majis is clearly not looking for short-term profit but rather, play a unique role by providing, reliable, cost-effective and environmentally friendly water utility solutions.

An experienced multi-national team One of Majis` strengthscomes from its experienced multinational team (without compromising Omanizationwhich is at 80%) that is continuously assessed and trained to provide customer oriented world class services.