Administrative Assistant

Our Client is a multinational company operating in the Oil & Energy sector.

FUNCTION

Acts as the point of contact between Site Director, executives, employees, clients, external partners and stakeholders; ensure compliance with all relevant HSE requirements across works to promote a healthy and safe work environment;  follow up on administrative duties for the team such as preparation of mission orders, expense forms, leave schedules, timesheets etc; coordinates and manages the Site Director’s complex and demanding agenda; always handle strictly confidential and sensitive information with discretion; negotiate and organize conference facility bookings, catering and accommodation arrangements for visitors; receive and process invoices for payment; prepare agendas, background documents, and accurate meeting minutes; follow up on action points and track completion with relevant stakeholders; independently Organize and coordinate high‑level and confidential meetings, management meetings, visits; prioritize daily flow of information to the Site Director and Managers in a timely and accurate manner; independently assesses incoming correspondence and redirects to the appropriate Leadership Team member; prepare, consolidate, and format high‑level reports, dashboards, and briefing documents for Management reviews, governance meetings, Internal and external stakeholders; maintains and updates the site organizational chart in coordination with HR and managers; develop and maintain professional presentations (PowerPoint) aligned with corporate standards; responsible for Organization and maintenance of the filing and database systems. Develops and implements improvements for information management in the share point; assist in completing forms in accordance with company procedures and policies as may be required by the entity; receiving calls, visitors, handling their inquiries and directing them to the appropriate persons; handle stock records, requisition orders and follow up accordingly in SAP; actively participate and follow up on the organization of all required Events; participate in HSE reporting as required; carry out any other duties that may be assigned to him/her by the line manager; assist to gather and validates ‘lessons learnt’ from all project team and provides feedback; keep informed the Project Management team of matters related to the office spaces; liaise with other Assistants for ensuring whole consistency of the organization of their work.

Requisitos

• Education: Bachelor’s degree in business-related or equivalent;
• Minimum 3 years’ experience in administrative and secretarial work including but not limited to drafting reports, organizing meetings, travel and accommodation booking;
• Technical competencies: Very Good command of English knowledge and advanced experience in database management including MS access, word, project, excel and power point.

Oferecemos

The possibility of working in a Company that offers salary conditions compatible with the level of experience and responsibility of the role, as well as opportunities for personal and professional development.

APPLICATION DEADLINE: June 25th of 2026.