Executive Assistant/Office Administrator

Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world’s leading energy companies.

We design, build, manage and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

The world is re-thinking its energy supply and energy security needs; planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.

This is an exciting time to join us on this journey.

We support flexible working requests and have adopted a hybrid approach for most of our office-based roles. We ask employees to be present in the office at least three days per week.

Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?

JOB TITLE:  EXECUTIVE ASSISTANT/OFFICE ADMINISTRATOR

KEY RESPONSIBILITIES:

• Manage the VP’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Drafting agendas, emails and correspondence for the VP as appropriate.
• Assist in the coordination and execution of key projects in the APAC region, providing administrative and operational support.
• Track and manage action items from meetings, ensuring timely follow-up and execution.
• Serve as the point of contact between the VP and key stakeholders, ensuring smooth communication.
• Organize and manage complex travel itineraries across multiple time zones.
• Ensure seamless travel logistics, including flight bookings, accommodation, visa arrangements, and transportation.
• Provide detailed itineraries and prepare necessary documentation for business trips.
• Handle sensitive information with the utmost confidentiality and discretion.
• Manage expenses and company credit card reconciliations.
• Carrying out specific projects as required.
• Handle incoming calls, directing them to the appropriate departments, and respond to general inquiries in a professional and timely manner.
• Greet and assist visitors, manage office entry, and ensure a welcoming and professional environment for guests.
• Ensure office facilities are well-maintained, including managing pantry supplies and maintaining a clean workspace by organizing and overseeing tasks like emptying and loading the dishwasher.
• Serve as a key point of contact for internal and external communications, efficiently relaying messages between departments, clients, and vendors.
• Conduct regular audits of office stationery and reorder supplies as needed to ensure the availability of essential materials.
• Assist various teams with tasks such as research, project coordination, and other ad-hoc administrative needs.
• Ensure compliance with health and safety regulations, maintain accurate records, and implement measures to promote a safe and secure work environment.
• Raise purchase requisitions based on material requests or vendor quotations and liaise with the procurement team and maintenance planners.
• Be the main focal point the registration and renewal of supplier registrations.
• Assist in the onboarding process for new hires, providing administrative support as needed.
• Ensure that all financial activities, such as expense reporting and budget tracking, comply with internal financial controls and policies.
• Responsible for managing petty cash for small office expenses, ensuring proper documentation and reconciliation.
• Accountable for managing VP travel budgets, ensuring cost-effective decisions on flights, accommodation, and transportation.
• Basic problem solving for administrative tasks.
• Ability and comfortable to work unsupervised.

ESSENTIAL QUALIFICATIONS AND SKILLS:

• Experience as an Executive Assistant supporting C-level executives or senior management preferred.
• Experience with data entry and office management.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant software.
• Familiarity with travel planning and event coordination across multiple time zones.
• Ability to prioritize tasks and work under minimal supervision.
• Ability to prioritize tasks and work under tight deadlines.
• The ability to work effectively in a team environment.
• Adaptable and able to handle changing priorities and unexpected challenges.
• Highly organized, capable of managing multiple tasks simultaneously, prioritizing workloads, and meeting deadlines.
• High attention to detail to ensure accurate record keeping, scheduling appointments, managing office suppliers, etc.
• Excellent verbal and written communication skills are essential for interacting with colleagues, clients, and vendors.
• High level of discretion and professionalism.

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