Administrative Assistant – Oil & Gas Site

About the role

The Administrative Assistant will support the Site Director and management team of a prestigious oil & gas company. Acting as the main point of contact for executives, employees, clients and external partners, the role ensures smooth daily operations and compliance with health, safety and environmental standards.

Key responsibilities

• Manage the Site Director’s complex agenda, schedule meetings, and coordinate high‑level confidential sessions.
• Prepare mission orders, expense forms, leave schedules, timesheets and other administrative documents.
• Handle confidential information, draft meeting minutes, agendas and background documents, and track action items.
• Organise conference facilities, catering, accommodation and visitor logistics.
• Process invoices, maintain filing and database systems, and improve information management in SharePoint.
• Maintain the site organisational chart, create professional PowerPoint presentations, and produce reports, dashboards and briefing documents.
• Respond to calls and visitors, manage stock records and requisition orders in SAP, and support HSE reporting.

Required profile

• Bachelor’s degree in a business‑related field or equivalent.
• Minimum 3 years of experience in administrative and secretarial roles, including report drafting and meeting organisation.
• Strong command of written and spoken English.

Required skills

• Advanced proficiency with MS Access, MS Word, MS Project, MS Excel and PowerPoint.
• Experience using SAP for stock and requisition management.
• Knowledge of SharePoint for document and information management.