Executive Assistant to Managing Director (Oil & Gas Industry)

Job Title: Executive Assistant to Managing Director (Oil & Gas Industry)

Reports To: Managing Director

1. Job Purpose

To provide high-level administrative, organizational, and strategic support to the Managing Director (MD). The Executive Assistant ensures smooth day-to-day operations, manages communications, coordinates executive schedules, and facilitates decision-making processes to enhance the efficiency and effectiveness of the MD’s office.

2. Key Responsibilities

A. Executive Support and Administration

• Manage the MD’s calendar, schedule meetings, and coordinate travel arrangements.
• Prepare agendas, minutes, and briefing materials for meetings.
• Handle confidential correspondence and documentation with discretion.

B. Communication and Liaison

• Act as the primary point of contact between the MD and internal/external stakeholders.
• Draft, review, and edit communications, reports, and presentations.
• Ensure timely responses to inquiries and requests directed to the MD’s office.

C. Strategic and Operational Support

• Assist in monitoring key projects, deadlines, and deliverables.
• Conduct research and prepare reports to support executive decision-making.
• Coordinate with departmental heads to ensure alignment with organizational goals.

D. Office Management and Coordination

• Organize and oversee executive events, workshops, and conferences.
• Maintain efficient filing systems (digital and physical) for executive records.
• Ensure smooth workflow and prioritize tasks to maximize productivity.

E. Compliance and Governance

• Ensure adherence to company policies, procedures, and industry regulations.
• Support the MD in preparing documentation for board meetings and regulatory submissions.
• Safeguard sensitive information and uphold corporate governance standards.

 Key Performance Indicators (KPIs)

• Accuracy and timeliness of executive schedules and communications
• Quality of reports, presentations, and documentation prepared
• Responsiveness to stakeholder inquiries and requests
• Efficiency in managing executive projects and deliverables
• Confidentiality and compliance with governance standards

3. Qualifications

• Bachelor’s degree in Business Administration, Communication, or related field
• Minimum of 5–7 years’ experience in executive support roles, preferably in the oil & gas industry
• Proven track record of managing high-level administrative functions
• Professional certification in secretarial or executive assistance (added advantage)

4. Skills and Competencies

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• High level of discretion and confidentiality
• Proficiency in MS Office Suite and digital collaboration tools
• Strong interpersonal and stakeholder management skills
• Ability to work under pressure and meet tight deadlines
• Strategic thinking and problem-solving capability
• Professional demeanor and reliability