executive assistant / corporate administrator Jobs in Muscat

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administrative coordinator

ahlibank

<div>
 
 
 SUMMARY OF ROLE:
 
 
 
 Providing administrative support and performing numerous secretarial duties including scheduling appointments, arranging meetings, writing correspondence, editing, emailing, handling visitors (internal and external), routing callers &amp; all routine correspondence, handling incoming/ outgoing local &amp; long distance calls, answering questions &amp; requests, and follow up with stakeholders. Moreover, to facilitate all requirements, ensuring optimal utilization of time. The Executive Secretary handles sensitive and confidential information, makes independent decisions, and exercises judgment in handling day-to-day tasks.
 
 
 Responsible for managing and coordinating various administrative tasks, ensuring the smooth functioning of the department, and acting as a liaison between the department and internal/external stakeholders.
 
 
 
 
 
 
 KEY RESPONSIBILITIES:
 
 
 
 
 Administrative Support
 
 
 
 &bull; Manage and maintain the calendar, schedule appointments, meetings, and travel arrangements.
 
 
 &bull; Prepare agendas, presentations, reports, and other documents for meetings.
 
 
 &bull; Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
 
 
 &bull; Review, prioritize, and distribute documents and materials.
 
 
 &bull; Follow up on action items from meetings and ensure timely completion.
 
 
 
 
 
 
 Communication and Coordination
 
 
 
 &bull; Serve as the primary point of contact for screening calls, inquiries, and requests.
 
 
 &bull; Maintain effective communication with internal departments, external clients, and stakeholders.
 
 
 &bull; Facilitate communication with staff members, relaying messages and directives accurately.
 
 
 
 
 
 
 Information Management
 
 
 
 &bull; Organize and maintain electronic and physical files, documents, and records.
 
 
 &bull; Conduct research, gather data, and prepare reports or presentations as required.
 
 
 &bull; Maintain confidentiality of sensitive information and exercise discretion in handling confidential matters.
 
 
 &bull; Stay updated with organizational policies, procedures, and industry developments.
 
 
 
 
 
 
 Meeting and Event Management
 
 
 
 &bull; Coordinate and arrange meetings, conferences, and special events.
 
 
 &bull; Prepare meeting agendas, compile necessary materials, and record minutes.
 
 
 &bull; Arrange logistics, including venue selection, catering, and audiovisual setup.
 
 
 &bull; Assist in organizing events, seminars, and conferences.
 
 
 
 
 
 
 Office Management
 
 
 
 &bull; Ensure the smooth operation of the office.
 
 
 &bull; Coordinate with IT and support staff to resolve office-related issues.
 
 
 
 
 
 
 Relationship Management
 
 
 
 &bull; Build and maintain strong relationships with internal and external stakeholders.
 
 
 &bull; Interact professionally and courteously with clients, visitors, and personnel at all levels.
 
 
 &bull; Handle requests and inquiries promptly and professionally.
 
 
 
 
 
 
 Special Projects
 
 
 
 &bull; Assist with special projects, research initiatives, and ad-hoc assignments as required.
 
 
 &bull; Undertake additional responsibilities and support other team members when necessary.
 
 
 &bull; Act as a liaison between the office and various business functions.
 
 
 
 
 
 
 Requirements
 
 
 
 &bull; Bachelor&rsquo;s Degree.
 
 
 &bull; Minimum of 5 years of experience as an executive secretary, administrative assistant, or similar role.
 
</div>

Executive Secretary

Siemens Energy

<div>
 
 A Snapshot of Your Day
 
 
 
 As an Administrative Support Intern, you will immerse yourself in a dynamic environment, collaborating with senior management and board-level stakeholders to streamline communication across Siemens Energy. You&rsquo;ll engage in meaningful projects that enhance organizational efficiency, from coordinating complex schedules to maintaining vital office systems.
 
 
 
 How You&rsquo;ll Make An Impact
 
 
 
 <ul>
 <li>
 Facilitate communication between senior management and team members to enhance business operations.
 </li>
 <li>
 Manage administrative tasks, providing support to clients and dealers/agents.
 </li>
 <li>
 Organize and maintain diaries, schedules, and prepare managers for meetings.
 </li>
 <li>
 Coordinate with departments to set up meetings and ensure necessary preparations.
 </li>
 <li>
 Establish travel arrangements and reconcile expense reports efficiently.
 </li>
 <li>
 Maintain and update documentation, ensuring accuracy and completeness.
 
 
 
 </li>
 </ul>
 
 What You Bring
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree or equivalent in business administration or related.
 </li>
 <li>
 Experience in organizing office operations and procedures for efficiency.
 </li>
 <li>
 Proven ability to supervise admin staff and maintain office records.
 </li>
 <li>
 Familiarity with multinational environments, particularly in the Gulf Region.
 </li>
 <li>
 Proficiency in MS Office and adept at delivering tasks within tight deadlines.
 
 
 
 </li>
 </ul>
 
 About The Team
 
 
 
 Our Corporate Functions are essential in driving the company's strategic initiatives and ensuring operational excellence across various departments, business areas, and regions. These roles support our vision to become the most valued energy technology company in the world. As part of our team, you contribute to our vision by shaping the global energy transition, partnering with our internal and external stakeholders, and conducting business responsibly and in compliance with legal requirements and regulations.
 
 
 
 Who is Siemens Energy?
 
 
 
 At Siemens Energy, we are more than just an energy technology company. With ~100,000 dedicated employees in more than 90 countries, we develop the energy systems of the future, ensuring that the growing energy demand of the global community is met reliably and sustainably. The technologies created in our research departments and factories drive the energy transition and provide the base for one sixth of the world's electricity generation.
 
 
 Our global team is committed to making sustainable, reliable, and affordable energy a reality by pushing the boundaries of what is possible. We uphold a 150-year legacy of innovation that encourages our search for people who will support our focus on decarbonization, new technologies, and energy transformation.
 
 
 Find out how you can make a difference at Siemens Energy: https://www.siemens-energy.com/employeevideo
 
 
 
 Our Commitment to Diversity
 
 
 
 Lucky for us, we are not all the same. Through diversity we generate power. We run on inclusion and our combined creative energy is fueled by over 130 nationalities. Siemens Energy celebrates character &ndash; no matter what ethnic background, gender, age, religion, identity, or disability. We energize society, all of society, and we do not discriminate based on our differences.
 
 
 
 Rewards/Benefits
 
 
 
 <ul>
 <li>
 Opportunities to work with a global team
 </li>
 <li>
 Opportunities to work on and lead a variety of innovative projects
 </li>
 <li>
 Continual learning through the Learn@Siemens-Energy platform
 
 
 
 </li>
 </ul>
 https://jobs.siemens-energy.com/jobs
 
 
</div>

Administrative Support Internship - 6 months

<div><div><div><h3 class="jobSectionHeader">&Uuml;ber die Aufgabe
</h3></div></div><div><div><div><div>Standort
</div></div><div><div>Oman
</div></div><div><div>Masqat
</div></div><div><div>Muscat
</div></div><div><div>Unternehmen
</div><div>Siemens Energy L.L.C.
</div></div><div><div>Organisation
</div><div>Gas Services
</div></div><div><div>Gesch&auml;ftsbereich
</div><div>Service Middle East
</div></div><div><div>Vollzeit / Teilzeit
</div><div>Vollzeit
</div></div><div><div>Erfahrungsniveau
</div><div>Berufseinsteiger
</div></div><div><div>A Snapshot of Your Day 
As an Administrative Support Intern, you will immerse yourself in a dynamic environment, collaborating with senior management and board-level stakeholders to streamline communication across Siemens Energy. You&rsquo;ll engage in meaningful projects that enhance organizational efficiency, from coordinating complex schedules to maintaining vital office systems.
How You&rsquo;ll Make an Impact<ul>
<li>Facilitate communication between senior management and team members to enhance business operations.</li>
<li>Manage administrative tasks, providing support to clients and dealers/agents.</li>
<li>Organize and maintain diaries, schedules, and prepare managers for meetings.</li>
<li>Coordinate with departments to set up meetings and ensure necessary preparations.</li>
<li>Establish travel arrangements and reconcile expense reports efficiently.</li>
<li>Maintain and update documentation, ensuring accuracy and completeness.</li>
</ul>What You Bring<ul>
<li>Bachelor&rsquo;s degree or equivalent in business administration or related.
</li><li>Experience in organizing office operations and procedures for efficiency.</li>
<li>Proven ability to supervise admin staff and maintain office records.</li>
<li>Familiarity with multinational environments, particularly in the Gulf Region.</li>
<li>Proficiency in MS Office and adept at delivering tasks within tight deadlines.</li>
</ul>About the Team
Our Corporate Functions are essential in driving the company's strategic initiatives and ensuring operational excellence across various departments, business areas, and regions. These roles support our vision to become the most valued energy technology company in the world. As part of our team, you contribute to our vision by shaping the global energy transition, partnering with our internal and external stakeholders, and conducting business responsibly and in compliance with legal requirements and regulations.
Who is Siemens Energy? 
At Siemens Energy, we are more than just an energy technology company. With ~100,000 dedicated employees in more than 90 countries, we develop the energy systems of the future, ensuring that the growing energy demand of the global community is met reliably and sustainably. The technologies created in our research departments and factories drive the energy transition and provide the base for one sixth of the world's electricity generation. 
Our global team is committed to making sustainable, reliable, and affordable energy a reality by pushing the boundaries of what is possible. We uphold a 150-year legacy of innovation that encourages our search for people who will support our focus on decarbonization, new technologies, and energy transformation. 
Find out how you can make a difference at Siemens Energy: https://www.siemens-energy.com/employeevideo 
Our Commitment to Diversity 
Lucky for us, we are not all the same. Through diversity we generate power. We run on inclusion and our combined creative energy is fueled by over 130 nationalities. Siemens Energy celebrates character &ndash; no matter what ethnic background, gender, age, religion, identity, or disability. We energize society, all of society, and we do not discriminate based on our differences.
Rewards/Benefits
 <ul><li>Opportunities to work with a global team
</li><li>Opportunities to work on and lead a variety of innovative projects
</li><li>Continual learning through the Learn@Siemens-Energy platform
</li></ul>https://jobs.siemens-energy.com/jobs
#LI-JG1</div></div></div></div></div>

Mandarin Oriental

<div>
 
 F&amp;B Coordinator
 
 
 
 
 Mandarin Oriental Muscat
 
 is looking for an
 
 F&amp;B Coordinator
 
 to join our
 
 Food and Beverage
 
 team.
 
 
 Are you a master of craft? Do you thrive in a team that succeeds together, demonstrating integrity and respect while acting responsibly? Do you embrace a growth mindset? We invite you to become a fan of the exceptional.
 
 
 Mandarin Oriental is the award-winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world, with a strong development pipeline. Increasingly recognised for creating some of the world&rsquo;s most sought-after properties, the Group provides legendary service inspired by Asian heritage whilst representing the very cutting-edge of luxury experiences.
 
 
 
 Mandarin Oriental Muscat
 
 
 
 Situated in a prime beachfront location, Mandarin Oriental, Muscat is a chic urban resort that offers 150 stylishly appointed guestrooms and suites, five restaurants and bars, a lush Spa at Mandarin Oriental, and an outdoor swimming pool. The hotel features a one-of-a-kind ballroom boasting spectacular views of the Arabian Sea as well as a variety of banquet and meeting spaces to accommodate social and business events.
 
 
 For those seeking a luxury living experience in one of Muscat&rsquo;s most desirable districts, an exclusive collection of 155 Residences at Mandarin Oriental combine the Group&rsquo;s legendary service, world-class amenities and sweeping sea or mountain views.
 
 
 
 About The Job
 
 
 
 <ul>
 <li>
 F&amp;B Quality coordination - conducting quality sessions and training for all areas with all F&amp;B colleagues.
 </li>
 <li>
 administration, as well as management of all People and culture related paperwork for transfers, promotions, etc.
 </li>
 <li>
 Management of F&amp;B visits
 </li>
 <li>
 Compilation of P&amp;L reviews for all outlets
 </li>
 <li>
 Compilation and administration of event post-mortems for all outlets
 </li>
 <li>
 Main coordinator for group bookings and outlet events
 </li>
 <li>
 Responsible for handling key confidential information, including financial figures, salaries, manning details, People and Culture paperwork
 </li>
 <li>
 Further supporting the Executive Office by supporting the Hotel Manager with any projects that arise
 </li>
 <li>
 Future requirement to develop and manage any projects related to reservations strategy (highly specialized) and to guide the additional reservations colleagues needed for this project.
 </li>
 <li>
 Have a keen knowledge of all food &amp; beverage outlets and concepts in order to complete administrative functions.
 </li>
 <li>
 Manage the diary of the Director Food &amp; Beverage in the most effective way and respond promptly to emails as required.
 </li>
 <li>
 Assist the Director Food &amp; Beverage by creating Power Point presentations, Excel spreadsheets and type any letters and memorandums as designated with proper spelling and correct format.
 </li>
 <li>
 Verify and adjust the F&amp;B management team clock in and clock out records and maintain the attendance system daily and update the vacation plan frequently.
 </li>
 <li>
 Ensure all correspondence and the general filing system are executed flawlessly and are constantly updated and maintained.
 </li>
 <li>
 Request and order stationery and office supplies on a weekly basis.
 </li>
 <li>
 Process expense reports, coordinating the submission of proposals, planning meetings and maintaining departmental database records.
 </li>
 <li>
 Prepare and maintain all relevant monthly and weekly F&amp;B reports, analyses, distribute and file the daily flow of information to and from the office.
 </li>
 <li>
 Attend meetings, take down minutes when requested and perform any other reasonable duties as required by the Director Food &amp; Beverage.
 </li>
 <li>
 Communicate clearly and directly with all colleagues and superiors and avoid misunderstandings and other shortfalls caused by the lack of communication.
 </li>
 <li>
 Be committed to being a team player proactively cooperating and supporting superiors in administrative tasks.
 </li>
 <li>
 Inform the management teams of any misconduct of colleagues and provide evidence to proceed with a disciplinary action as appropriate in accordance with Mandarin Oriental, Muscat procedures.
 
 
 </li>
 </ul>
 
 Our commitment to you
 
 
 
 <ul>
 <li>
 Learning &amp; Development. Your success is our success. We craft unique learning and development programmes for various stages in your career so that you grow, continuously.
 </li>
 <li>
 MOstay. When you work as hard as our colleagues do, it&rsquo;s important to take time off. As a member of the #MOfamily, you can stay with us wherever you go in the world. The MOstay programme offers complimentary nights and additionally attractive rates on rooms for you and your loved ones.
 </li>
 <li>
 Heath &amp; Colleague Wellness. Finding the right work-life balance is important. Your wellbeing matters to us. A variety of health benefits and wellness programmes are offered to all our colleagues, globally.
 </li>
 <li>
 Retirement Plans. When you show commitment to us, we reciprocate. We offer different retirement plans depending on the length of your service and your role.
 
 
 </li>
 </ul>
 
 We&rsquo;re Fans. Are you?
 
</div>

Food and Beverage Coordinator

Titan Events & Entertainment

<div>
 
 
 Event Coordinator &ndash; Muscat, Oman
 
 
 
 
 Join our dynamic events team! We&rsquo;re hiring an experienced Event Coordinator who can plan, manage, and deliver high-impact events from concept to completion. If you excel at client management, vendor coordination, and creative problem-solving, this is your chance to shine in one of Oman&rsquo;s leading event companies.
 
 
 
 
 Key Responsibilities:
 
 
 
 <ul>
 <li>
 
 Manage client relationships to secure repeat and referral business.
 
 
 </li>
 <li>
 
 Coordinate with vendors, suppliers, and venues for on-time delivery, setup, and recovery.
 
 
 </li>
 <li>
 
 Request, compare, and negotiate vendor quotations to meet client needs.
 
 
 </li>
 <li>
 
 Research and recommend event technologies and solutions.
 
 
 </li>
 <li>
 
 Prepare detailed proposals to gain client acceptance and approval.
 
 
 </li>
 <li>
 
 Track and follow up on client payment schedules.
 
 
 
 
 
 </li>
 </ul>
 Requirements
 
 
 <ul>
 <li>
 
 Minimum 3 years&rsquo; experience in event coordination, event management, or corporate events.
 
 
 </li>
 <li>
 
 Strong skills in vendor management, budgeting, and negotiation.
 
 
 </li>
 <li>
 
 Excellent communication and organizational abilities.
 
 
 </li>
 <li>
 
 Proficiency in Microsoft Office; event management software knowledge is a plus.
 
 
 </li>
 <li>
 
 Ability to work under tight deadlines and adapt to changing event requirements.
 
 
 </li>
 <li>
 
 Applicants should be current residents of Oman. This position is not open to applicants outside of Oman.
 
 
 
 
 
 </li>
 </ul>
 Benefits
 
 
 <ul>
 <li>
 
 Competitive salary package.
 
 
 </li>
 <li>
 
 Career growth opportunities in the events industry.
 
 
 </li>
 <li>
 
 Be part of delivering corporate, private, and public events across Oman.
 
 
 </li>
 </ul>
 
 Apply now with your CV and show us why you&rsquo;re the Event Coordinator we&rsquo;ve been looking for!
 
 
 No phone calls or direct messages. Only applications received through this application site will be considered for employment. Applicants with a contact number outside of Oman will not be rejected for this position.
</div>

Event Coordinator - Muscat, Oman

RYBOA HAIMA

Manages the Permit to Work (PTW) process, ensuring all work activities are carried out safely and in compliance with regulations. Coordinate the issuance, management, and closure of permits, working closely with various stakeholders to facilitate safe work execution. Key Responsibilities:<ul><li>Permit Management:Coordinating the entire PTW process, including receiving, reviewing, and processing permit applications.</li><li>Risk Assessment:Conducting or assisting with risk assessments to identify potential hazards and ensure appropriate control measures are in place.</li><li>Compliance:Ensuring all permits comply with company procedures, safety regulations, and relevant industry standards.</li><li>Communication:Acting as a liaison between various stakeholders, including operations, engineering, and contractors, to facilitate effective communication and coordination.</li><li>Documentation:Maintaining accurate records of all permits, including applications, approvals, and closure documentation.</li><li>Training and Support:Providing guidance and training to personnel on the PTW process and system, according to Kintec Global Recruitment.</li><li>Audits and Inspections:Participating in audits and inspections to verify compliance with PTW procedures and identify areas for improvement, according to Ce-Tec.</li><li>Continuous Improvement:Contributing to the ongoing improvement of the PTW process and related safety procedures.</li></ul>Qualifications and Skills:<ul><li>Technical Knowledge:Strong understanding of PTW systems, risk assessment methodologies, and relevant safety regulations.</li><li>Communication Skills:Excellent verbal and written communication skills to effectively interact with various stakeholders.</li><li>Organizational Skills:Ability to manage multiple tasks, prioritize effectively, and maintain accurate records.</li><li>Problem-solving Skills:Ability to identify and resolve issues related to permit applications and work execution.</li><li>Leadership Skills: Ability to lead and motivate teams, promote safety awareness, and drive a strong safety culture.</li><li>Experience: Typically requires minimum 3 years of experience in oil and gas operations, with specific experience in PTW coordination.</li></ul>Job Type: Full-timeExperience:<ul><li>Oil &amp; gas: 3 years (Required)</li></ul>Language:<ul><li>English (Required)</li></ul>

Permit Coordinator

Adrak Engineering & Construction India Pvt.Ltd

Mechanical CoordinatorLocation: Muscat, OmanExp: Must have exp. in building construction / Min. 5 yrs of experience in similar field.Education: B. Tech in Mech. EngineeringBuilding construction experience is a plusJob Type: Full-time

Mechanical Coordinator

Explore 40+ Administrative coordinator in Muscat this September. Find roles across top companies and apply now to boost your career.

40 administrative coordinator jobs IN Muscat

Executive Secretary

Administrative Support Internship - 6 months

Administrative Support Internship - 6 months

Food and Beverage Coordinator

Event Coordinator - Muscat, Oman

Permit Coordinator

Mechanical Coordinator