Executive Assistant to CEO & Operations Coordinator

Key Responsibilities1. CEO Support

• Manage the CEO’s calendar, meetings, reminders, and appointments.
• Prepare daily briefing notes for the CEO.
• Organize documents, files, meeting notes, and follow-up items.
• Draft emails, WhatsApp messages, letters, and internal communication when required.
• Coordinate travel, bookings, admin tasks, and personal office support related to CEO work.
• Remind the CEO of pending approvals, decisions, meetings, and urgent matters.

2. Work Tracking and Follow-Up

• Maintain a daily master task tracker for all important company work.
• Ensure every task has:
• Owner
• Deadline
• Current status
• Next action
• Follow-up date
• Follow up with team members daily on pending work.
• Escalate delayed or ignored tasks to the CEO.
• Prepare daily and weekly progress reports.
• Make sure decisions made in meetings are converted into clear action items.

3. Customer Communication Tracking

• Monitor customer inquiries, complaints, quotations, follow-ups, and pending responses.
• Make sure every customer communication has an assigned responsible person.
• Follow up with sales, operations, or support staff to confirm customer updates were completed.
• Track customer follow-up dates and remind the responsible person before deadlines.
• Alert the CEO if an important customer is not being handled properly.
• Maintain basic customer communication records in CRM, Excel, Google Sheets, Notion, ClickUp, or similar tools.

4. Meeting Coordination

• Schedule internal and external meetings.
• Prepare meeting agendas.
• Take minutes of meetings.
• Record decisions, deadlines, and responsible persons.
• Share meeting notes with relevant people.
• Follow up after meetings to ensure actions are completed.

5. Operations Coordination

• Coordinate between departments and team members.
• Track daily operational issues.
• Help the CEO identify bottlenecks and delays.
• Support implementation of systems, processes, checklists, and reporting.
• Keep company information organized and easy to access.
• Help create simple SOPs, trackers, and follow-up systems.

Required Skills

• Excellent organization and follow-up skills.
• Strong written and spoken English.
• Arabic is an advantage.
• Good communication skills by phone, email, and WhatsApp.
• Confident enough to follow up with employees and managers.
• Good knowledge of Excel, Google Sheets, Google Drive, email, and calendar tools.
• Experience with CRM, Trello, Asana, ClickUp, Notion, Zoho, or similar tools is a plus.
• Ability to prepare simple reports and summaries.
• High level of confidentiality and trustworthiness.
• Ability to work in a fast-moving startup environment.

Experience Required

Minimum: 2 years in administration, executive assistant, coordination, customer service, sales support, or operations support.

Preferred: 3–5 years of experience supporting senior management, business owners, founders, or CEOs.

Personality Requirements

The person must be:

• Organized
• Disciplined
• Fast in follow-up
• Polite but firm
• Detail-oriented
• Trustworthy
• Calm under pressure
• Comfortable chasing people for updates
• Good at writing clear summaries
• Able to work directly with the CEO

Pay: RO550.000 - RO750.000 per month

Work Location: Hybrid remote in Muscat (Muscat)