CEO Office Coordinator

Job Purpose:

• To provide a personal administrative support to the CEO and to support Human Resources/External Affairs if required.

Job Accountabilities

• Providing full, pro-active & highly confidential administrative support services to CEO, arranging & organizing CEO’s appointment schedule by planning internal and external meetings, teleconferences, and conferences
• Monitor, screen, respond to and distribute incoming communications and phone calls
• Manage the travels, itinerary planning, and all logistic requirements for the CEO
• Handle any arrangements for visitors from a variety of diverse backgrounds including meetings on and off site and social functions, preparing the agenda, organizing site access, greeting, and accompanying visitors, as needed
• Manage data Management and maintain documents and reference material including databases distribution lists
• Plan and organise required team meetings, while taking care of the agenda, minutes of meeting, logistics and ensuring attendance
• Maintain contacts of all key government and business stakeholders and update them as required
• Review internal administrative practices and implement improvements where necessary
• Responsible of preparing organisations’ E-newsletter with liaison with all stakeholders
• Draft and manage the CEO’s social/digital media communications, including but not limited to LinkedIn, in coordination with Company’s various classes of businesses and in compliance with Shell guidelines in this area
• Historian for the Crisis and Emergency Management
• Liaise and interact with internal staff and external stakeholders
• Invoice handling via Finance systems, purchase orders administration, claims clearance and any other financial activity that needs to be managed on ground
• Support the Company’s corporate relations activities and stakeholder management plans in coordination with other classes of business.

Key challenges

• Maintain sensitivity to confidentiality at all times
• Prioritize multiplicity of tasks for varying levels of management
• Ensure complete adherence to SOM’s HSSE and E&C standards

Qualification & Experience

• Relevant Bachelor’s Degree in relevant area
  
• 3-5 years working experience as a Secretary, Personal Assistant or coordinator
• Excellent English and Arabic speaking and writing skills, and advanced typing and computer skills
• Strong interpersonal skills, pleasant friendly personality
• Strong communications skills to liaise with a variety of stakeholders and media representatives
• Good networking skills with an ability to work well with all levels of internal management and staff, outside clients and stakeholders, and vendors
• Strong negotiation skills with suppliers for event organization and purchases
• Good understanding of social and digital media to support the company’s digital activities
• Omani nationals Only

Kindly note that if you have not been contacted within 3 weeks from the closing date, your application is considered as unsuccessful.