Executive Assistant

Job Summary:

The Executive Assistant will provide high-level administrative and operational support to the Managing Director (MD). This role requires a proactive individual with excellent organizational, communication, and problem-solving skills, capable of managing multiple tasks and prioritizing effectively.

Administrative Support:

• Manage and coordinate the MD’s calendar, including scheduling appointments, meetings, and travel arrangements.
• Prepare and review correspondence, presentations, and reports on behalf of the MD.
• Maintain confidential records and documents, ensuring security and accuracy.
• Act as the primary point of contact for internal and external communications directed to the MD.

Meeting Management:

• Organize and prepare agendas, documents, and presentations for meetings.
• Take detailed meeting minutes and follow up on action points with stakeholders.
• Coordinate meetings with clients, partners, and internal teams.

Project Coordination:

• Support the MD in tracking and driving key business initiatives and projects.
• Conduct research, compile data, and prepare briefing materials as needed.
• Collaborate with different departments to ensure timely updates and reporting to the MD.

Travel & Event Planning:

• Arrange complex travel itineraries, accommodations, and logistics for the MD.
• Plan and coordinate events, conferences, and team-building activities as directed by the MD.

General Support:

• Act as a liaison between the MD and employees, clients, and other stakeholders.
• Anticipate the MD’s needs and proactively bring solutions to potential challenges.
• Handle ad hoc requests and special assignments with efficiency and discretion.

Desired Candidate Profile

• Organizational Skills: Strong ability to manage time, prioritize tasks, and maintain a high level of attention to detail.
• Communication: Excellent verbal and written communication skills.
• Confidentiality: Ability to handle sensitive information with the utmost discretion.
• Tech Savvy: Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other business tools.
• Problem-Solving: Ability to think critically and resolve issues independently.
• Interpersonal Skills: Strong ability to build relationships across various levels of the organization.

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Previous experience (2+ years) as an Executive Assistant, preferably supporting C-level executives.
• Experience in managing complex schedules and multi-tasking in a fast-paced environment.

This role is essential to ensuring the smooth functioning of the MD's office and supporting the strategic goals of the organization. The ideal candidate will be a self-starter with a keen sense of initiative and the ability to adapt to dynamic priorities.

Employment Type: Full Time

Company Industry: Oil & Gas

Department / Functional Area:

• Secretary
• Front Office
• Personal Assistant (PA)

Keywords:

• Executive Support
• Executive Assistant
• Administration
• Organizational Management
• Time Management