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 highquality 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 AIenhanced Administrative Assistant with expertise in the Oil & Gas sector to provide highlevel support to senior management ensuring seamless and efficient office operations. This role integrates AIdriven 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 AIpowered solutions to efficiently handle multiple tasks in a fastpaced environment. Strong communication skills industryspecific knowledge and the ability to work with AIdriven procurement and compliance systems are essential for success in this position.

Key Responsibilities:

• Utilize AIpowered 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 decisionmaking.

• Maintain and update digital records ensuring data accuracy and security.

• Collaborate with crossfunctional teams to optimize workflows and implement AIdriven 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 projectrelated activities.

• Maintain and update the companys 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 HRrelated 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

• Bachelors 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 fastpaced 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