Ref: HP279-2306

Job description / Role

Employment: Full Time

My client has been serving customers in the Middle East for 25 years and their commitment to the region has seen them develop their business in Qatar, Oman, Kuwait, Lebanon, Bahrain and the UAE.

The company has the financial resources to help meet customers risk management and insurance solution needs. Providing integrated, consistent services that extend across both general and life insurance lines of business.

The role of Executive Secretary shall incorporate the below duties and responsibilities,
Provide full secretarial service related support to Line Management. Provide high-level administrative support by preparing management reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging calls, and scheduling meetings and appointments.

Maintain and update as required, a departmental filing system, which ensures that documentation is easily accessible.
Deal with collection of mail, faxes, filing and day-to-day general secretarial duties.
Open, sort, and distribute incoming correspondence, including faxes and email.
File and retrieve corporate documents, records, and reports.
Prepare responses to correspondence containing routine inquiries.
Respond to, on behalf of the manager, straightforward correspondence, queries and enquiries within the established guidelines.
Keep and maintain stationer stock for the departmental requirements.
Fix the scan mistakes for both departments and ensure that the attendance is submitted on time.
Prepare quarterly GM presentations and reports, along with maintenance and contractors follow ups, consolidating reports prepared by PR, Facilities, Safety etc.
Co-ordinate arrangements for a variety of meetings, internally and externally, assembling appropriate material, as required, to ensure the smooth running of these meetings
Ensure coordination between her department and other departments and respond to queries
Arrange on request appointments visits and travel arrangements for the department employees so their time is used effectively and keep their diaries up-to date.
Co-ordinate arrangements and prepare agendas for a variety of meetings, internally and externally, assembling appropriate material, as required, to ensure the smooth running of these meetings and keep the meeting minutes organized.

Requirements

Candidates will be highly organized and have the ability to anticipate alternate solutions and to always be prepared with contingency plans as required in a calm and efficient manner. In a word.

We are seeking a very committed and experienced individual, the very best, who will have the ability to multi-task on a variety of projects and one who will also understand the importance of deadlines and achieving strategic goals. Reliability, tenacity and professionalism are key attributes we are looking for!

Candidates must be able to draft formal correspondence and reports in perfect written English and also be able to coordinate between various entities.

Some supervisory experience would be beneficial, as the role at times will directly manage a number of staff.

About the Company

Mackenzie Jones Middle East has decades of recruitment expertise in various industry sectors. Along with a deep understanding of key market sectors and regions, we never forget to treat clients, companies and candidates as individuals who have unique needs.

So we always listen, constantly learn, occasionally challenge and frequently advise. Its all part of a service renowned for its courtesy, consideration and dedication. Based in Dubai since 2006, our office covers the GCC and Levant countries and with the right regional expertise, we are the leading specialists.

Were growing rapidly because people appreciate our honesty, commitment and results.

Get personalised updates on latest vacancies
Job Alerts by Email
  • Personalised updates on latest career opportunities
  • Insights on hiring and employment activity in your industry
  • Typically sent twice a month
Chief Operating Officer salaries in Oman

Average monthly compensation
OMR 2,650

Breakdown available for industries, cities and years of experience