Administrative Assistant

Our client is a leading firm dealing in the Oil and gas sector & Energy Commodity Trading. With a commitment to excellence and innovation, it strives to deliver high-quality products/services while fostering a positive work environment for its employees. In continuation of its expansion and growth, the company is seeking a dynamic individual as the Administrative Assistant.

Job Summary:

Our client is seeking an AI-enhanced Administrative Assistant with expertise in the Oil & Gas sector to provide high-level support to senior management, ensuring seamless and efficient office operations. This role integrates AI-driven tools for document automation, smart scheduling, and intelligent correspondence management, optimizing administrative workflows. The ideal candidate will be a proactive, highly organized professional who leverages AI-powered solutions to efficiently handle multiple tasks in a fast-paced environment. Strong communication skills, industry-specific knowledge, and the ability to work with AI-driven procurement and compliance systems are essential for success in this position.

Key Responsibilities:

• Utilize AI-powered tools to manage schedules, organize meetings, and coordinate travel arrangements.
• Automate routine administrative tasks such as data entry, document formatting, and report generation.
• Analyze and interpret data using AI software to provide actionable insights for decision-making.
• Maintain and update digital records, ensuring data accuracy and security.
• Collaborate with cross-functional teams to optimize workflows and implement AI-driven solutions.
• Monitor and troubleshoot AI systems to ensure seamless operation.
• Assist in preparing and editing reports, presentations, and other documentation related to oil & gas projects, regulatory compliance, and internal/external communications.
• Coordinate and assist with procurement activities, including gathering quotes, handling purchase orders, and liaising with suppliers and vendors.
• Manage office supplies and ensure that administrative resources are available for seamless operations, including overseeing the maintenance of office equipment and supplies.
• Act as a point of contact for internal and external stakeholders, including contractors, regulatory bodies, and clients, to relay information and schedule meetings.
• Support the preparation and tracking of invoices, expense reports, and payments for various operational and project-related activities.
• Maintain and update the company's internal documentation, ensuring all materials comply with industry standards, corporate guidelines, and regulatory requirements.
• Handle confidential information with discretion, ensuring that sensitive data is managed securely and ethically.
• Assist in organizing company events, conferences, site visits, and other corporate functions, ensuring that all logistical and operational needs are met.
• Provide support for HR-related tasks such as recruitment, onboarding, and maintaining employee records.
• Coordinate compliance documentation related to environmental regulations, safety standards, and oil & gas industry practices.
• Support senior management with various administrative tasks related to project planning, risk assessments, and financial documentation.
• Assist in the preparation of permit applications, regulatory reports, and contract management specific to the oil and gas industry.
  
  
  

Key Requirements

• Bachelor's degree in Business Administration, Management, or related field.
• 35 years of experience in administrative support within the Oil & Gas sector or a similar industry.
• Strong understanding of oil & gas industry operations, including knowledge of project documentation, procurement processes, and regulatory compliance.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with strong Excel skills (data management, reporting).
• Experience with document management systems, enterprise resource planning (ERP) systems, and procurement software.
• Excellent organizational, time management, and multitasking skills with an ability to prioritize tasks effectively.
• Strong communication skills, both written and verbal, with the ability to engage with senior executives, vendors, and external stakeholders.
• Discretion and ability to handle confidential information appropriately.
• Ability to work independently and take initiative in a fast-paced environment.
• Knowledge of health, safety, and environmental (HSE) regulations within the oil and gas industry is a plus.
  
  
  

Core Competencies

• Strategic Risk Leadership
• Administrative Support & Coordination
• Oil & Gas Industry Knowledge
• Procurement & Vendor Management
• Document Management & Filing Systems
• Communication & Stakeholder Management
• Time Management & Prioritization
• Data Entry & Report Generation
• Confidentiality & Discretion