Administrative Assistant

Muscat, Oman

Administrative Assistant at EJAZ® CREATIVE STUDIO is responsible for providing administrative support for the executive and operations teams and to provide an initial and ongoing contact point for customers, employees and external parties’ enquiries and referrals. As well as provide resilience support to the teams to ensure a quality, customer focused support service which is efficient, effective, and responsive to the needs of both internal and external customers.

Key Accountabilities:

  • Dealing with telephone enquiries and correspondence and working on own initiative to take action as appropriate and referring issues to the executive and operations and IT related activities where necessary. 

  • Maintaining and updating databases and records using appropriate IT software and systems to ensure compliance with requirements and procedures and assist and provide support to other members of the teams. 

  • Helping to resolve routine IT and office systems problems and queries directly if possible and redirecting as appropriate.

  • Ensuring operation of company administrative equipment by completing preventive maintenance requirements, calling for repairs, maintaining office inventories and evaluating new equipment and techniques.

  • Providing support before, during and after company events such as conferences, meetings, workshops and sales processes including at off-site events.

  • Ensuring team members have the supplies and resources they need to complete their assigned tasks in a timely and efficient manner. 

  • Assisting with general office administration as required including photocopying, printing, collating, data entry, dealing with confidential waste, preparing emails, letters, proposals, contracts, setting up meetings by coordinating diaries.

  • Monitoring office facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all times. 

  • Dealing with incoming and outgoing documentations. Scan and index correspondence, forms and other documents accurately into the electronic document management system. 

  • Following instructions from the supervisor, make logistic and administrative arrangements for seminars, workshops, bookings, meetings and briefings. 

  • Gaining professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, benchmarking state-of-the-art practices, and participating in professional societies.

Core Competencies:

  • Excellent telephone and face-to-face communication.

  • Ability to use IT systems and softwares in the workplace.

  • Good working knowledge of Google Suite. 

  • Ability to work on own initiative and to tight deadlines.

Educational Qualifications:
  • Business Administration / Business Management / Information Technology OR in a related field from a recognized institution.

Required Skills:
  • Reporting Skills

  • Time Management Skills

  • Verbal and written communication skills