Office Secretary

Fine Tours & Travels Ernakulam

Job Description Office Secretary

Location: Muscat , Oman
Industry: Retail & FMCG
Experience Required: 2 to 5 years
Reporting to: Chairman / Directors

Role Summary

We are seeking a highly organized and discreet Office Secretary with a strong personality and proven experience supporting senior leadership, including Chairmen and Directors. The ideal candidate will manage daily scheduling, coordinate high-level meetings, generate reports, and handle travel logistics with precision and confidentiality.

Key Responsibilities

• Schedule and coordinate daily meetings for the Chairman with multiple departments
• Arrange Directors meetings with department heads and cross-functional teams
• Ensure all meetings are scheduled on time and aligned with executive priorities.
• Send timely reminders and follow-ups to employees and stakeholders before meetings.
• Prepare Minutes of the Meeting during Chairman/Director discussions with HODs or employees, ensuring accuracy and confidentiality.
• Generate and maintain MIS reports for executive review.
• Organize travel bookings, itineraries, and accommodations for Chairman and Directors.
• Maintain executive calendars and proactively manage changes or conflicts.
• Liaise with internal departments to ensure smooth communication and coordination.
• Handle incoming correspondence and prioritize urgent matters.
• Maintain strict confidentiality of all meetings, discussions and documents.

What Were Looking For

• Strong personality with the ability to manage high-pressure executive environments.
• Prior experience supporting Chairman/Director-level executives.
• Excellent organizational, communication, and time-management skills.
• High level of discretion, professionalism, and confidentiality
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Skilled in generating and analyzing MIS reports.
• Fluent in English; Arabic/Hindi is a plus.

Ideal Candidate Profile

• 2 5 years of experience in a secretarial or executive assistant role within the FMCG or Retail industry.
• Proven ability to handle sensitive information and executive-level coordination.
• Confident, proactive, and detail-oriented with a service-driven mindset.
• Capable of multitasking and prioritizing in a dynamic work environment.