Executive Coordinator -180526

This position contributes to achieving GUtech’s strategic objectives by supporting professional administrative operations, enhancing stakeholder coordination, ensuring effective communication flow, and maintaining high standards of corporate governance, confidentiality, and service excellence.

• Provide comprehensive administrative and coordination support to the CEO Office.
• Manage and coordinate the CEO’s calendar, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, presentations, minutes of meetings, and follow-up action items.
• Ensure timely coordination and communication between the CEO Office and subsidiaries.
• Organize executive meetings, corporate events, and official visits.
• Draft, review, and format official correspondence, reports and memoranda.
• Maintain confidential records, files, and documentation in an organized and secure manner.
• Ensure accuracy, consistency, and professionalism in all documents prepared for executive review.
• Monitor and track deadlines, approvals, and management decisions.
• Deliver Executive team travel arrangement in and outside Oman

Corporate Coordination

• Coordinate operational and administrative matters between the CEO, COO, CFO, and subsidiary management teams.
• Support and monitor the implementation, progress, and follow-up of strategic and operational initiatives across the Group.

Financial and Operational Support

• Assist in budget tracking, invoice coordination, expense monitoring, and financial documentation related to the CEO Office.
• Coordinate with Finance departments regarding approvals, invoices, payments, and budget matters.
• Prepare financial summaries, analysis and reports, and expenditure tracking reports
• Support procurement and vendor coordination activities for the CEO Office.
• Ensure compliance with financial procedures, internal controls, and organizational policies.

Communication and Stakeholder Management

• Serve as a professional communication channel between the CEO’s office and internal/external stakeholders.
• Handle professional communication with government entities, industry partners, service providers, and academic partners.
• Coordinate official correspondence and maintain professional relationships with stakeholders.
• Support corporate communication activities as directed by management.
• Attend external meetings to represent the CEO’s office when required

Compliance and Quality Support

• Ensure administrative processes comply with institutional policies and procedures.
• Support quality assurance initiatives and continuous improvement activities within the CEO Office.
• Maintain confidentiality and handle sensitive information with professionalism and integrity.
• Contribute to maintaining a professional, ethical, and service-oriented work environment.

General Responsibilities

• Perform additional duties assigned by the CEO in line with organizational requirements.
• Support organizational events, strategic initiatives, and cross-functional projects when required.
• Contribute to operational efficiency and continuous improvement within the Group.

Other duties assigned by the line manager.

Professional certification in administration, finance, project coordination, or executive office management would be an advantage.

Ability to draft professional emails, letters, minutes of meetings, and executive reports.

Strong interpersonal skills with the ability to communicate confidently with senior-level stakeholders.

Strong organizational and time management skills.

Ability to work under pressure and manage multiple priorities.

Attention to detail and accuracy.

Handling confidential and sensitive information professionally.

Working closely with senior management and executives.