Executive Assistant
Bousher,
Oman
We’re hiring a proactive, highly organized Executive Administrative Assistant to drive task execution and build simple, durable processes. You will translate ideas and conversations into clear actions, keep owners accountable, and create lightweight SOPs so work scales beyond any one person. The role supports a fast-moving executive and teams working in Microsoft 365 (Teams, Planner, Outlook), with an emphasis on accessible practices (e.g., working from voice notes and structured summaries).
Responsibilities
- Task Intake and routing
- Accountability partner to all ongoing tasks
- Executive Support and Summaries
- Process and SOP creation
- Information System and Reporting
Must Have
- Workflow Automation
- Communication and Stakeholder Management
- Weekly Check-in and strong team presence
Nice to have
- Highly creative and autonomous
- High AI comprehension
- Task master
- Strong analytical skills
Qualifications
• 3+ years in executive assistance, project coordination, or operations with hands-on task management.
• Demonstrated experience writing SOPs and standing up lightweight processes that others can follow.
• Fluent with Microsoft 365 (Teams, Planner, Outlook,); familiarity with Power Automate/Copilot is a plus.
• Excellent written and verbal English; Arabic is a plus.
• High ownership, meticulous organization, proactive communication, and sound judgement with sensitive information.
KPIs & Success Metrics
• Task capture SLA: ≥95% of executive-assigned items captured and routed within same business day.
• Assignment SLA: ≥90% of captured tasks assigned with owner, due date, and definition of done within 24 hours.
• On-time completion: ≥85% of tasks completed by due date; trending improvement over first 90 days.
• Action closure rate: ≥90% of meeting actions logged and synced to Planner within 24 hours.
• SOP adoption: ≥80% of targeted teams using new SOPs within 30 days; <10% rework from ‘first-pass’ usage.
• Dashboard hygiene: <5% of tasks missing owner/date/status in weekly audits.
30-60-90 Day Plan
• First 30 Days: Shadow the executive; catalog top recurring workflows and pain points. Stand up a single source of truth in Planner with naming/label conventions. Draft 2–3 SOPs for the highest friction workflows; pilot with 1–2 teams.
• Days 31–60: Expand SOP coverage; finalize templates (briefs, status notes, intake forms). Launch basic automations for reminders and meeting action sync. Publish first monthly metrics deck (SLA adherence, cycle times, adoption).
• Days 61–90: Harden escalation ladders and meeting rhythms; reduce overdue items by ≥25%. Iterate SOPs based on feedback; target ≥80% adoption for first wave. Propose Q2 improvements (additional automations, dashboard refinements).
Working Parameters & Authority
• Timezone: Oman/GST (+04:00) coverage during core hours; flexibility for urgent follow-ups.
• Authority to schedule check-ins, send nudges/escalations per playbook, and request status/ETAs.
• Confidentiality and data handling: handle sensitive information with discretion; adhere to company policies.
Sample Weekly Task List
• Convert Plaud Notepin items and voice notes to Planner tasks with owners/dates and definition of done.
• Run follow-ups on approaching/overdue items; update ETAs and blockers in the dashboard.
• Publish a 1-page weekly status (done / next / risks / decisions) and circulate to stakeholders.
• Draft or refine 1 SOP and log feedback.
• Tune or add one light automation for reminders or intake routing.
