Administrative Assistant – Site Director Support

About the role

We are seeking an experienced Administrative Assistant to support the Site Director and senior leadership of a multinational oil & energy company. The role serves as the primary point of contact for internal and external stakeholders and ensures smooth administrative operations across the site.

Key responsibilities

• Act as liaison between the Site Director, executives, employees, clients, partners and stakeholders.
• Ensure compliance with HSE requirements and promote a safe work environment.
• Prepare mission orders, expense forms, leave schedules, timesheets and other administrative documents.
• Manage the Site Director’s complex agenda, organize meetings, conference facilities, catering and accommodation.
• Receive and process invoices, prepare agendas, background documents and accurate meeting minutes.
• Track action points and follow up with relevant stakeholders.
• Produce high‑level reports, dashboards and briefing documents for management reviews.
• Maintain and update the site organisational chart in coordination with HR.
• Develop professional PowerPoint presentations aligned with corporate standards.
• Organise filing, database systems and improve information management in SharePoint.
• Handle calls, visitors and inquiries, and manage stock records and requisition orders in SAP.
• Participate in event organisation, HSE reporting and lessons‑learned collection.

Required profile

• Bachelor’s degree in a business‑related field or equivalent.
• Minimum 3 years of administrative and secretarial experience, including report drafting, meeting organisation and travel booking.
• Very good command of English.
• Advanced experience with database management and Microsoft Office suite.

Required skills

• Microsoft Access
• Microsoft Word
• Microsoft Project
• Microsoft Excel
• Microsoft PowerPoint
• SharePoint
• SAP (stock and requisition management)
• Strong written and verbal communication in English