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.
3–5 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