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CEO OFFICE COORDINATOR
Reports to: Chief Executive Officer
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.
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