Purpose of the Job

To provide secretarial and administrative support and assistance to the GMD on a variety of strategic non-core business matters

Job Duties / Responsibilities/ Accountabilities

Planning and Organisation:

Develop a comprehensive understanding of the dynamics of the business, the priorities of the company and the priorities of the GMD, as well as company policies, procedures and methods of operation to effectively and efficiently conduct duties and responsibilities
Coordinate official engagements
Conduct weekly diary meetings with the GMD to discuss upcoming engagements, invitations and other requests

Records Management:

Maintain, update and categorize contacts lists for easy reference always
Prepare all relevant documentation and information packs for meetings
Provide secretariat services during meetings
Document and circulate minutes of meetings
Maintain effective and comprehensive electronic and paper filing systems to ensure protection, security and confidentiality of all files, records and reports
Maintain and retrieve files for the GMD as at when needed

Office / Calendar Management:

Support the GMD in conducting daily, weekly, monthly, quarterly, & annual reviews of tasks and correspondences
Screen emails, highlight urgent correspondence and print attachments
Schedule on behalf of the GMD meetings between him and his direct reports and the committees and groups to which he is a member
Follow up and monitor progress on discussions, decisions and/or special assignments to ensure timely response from the GMD to the respective person(s) and stakeholders
Coordinate travel and accommodation requirements in connection with the Administration Department and ensure arrangements are in place for the GMD to match his requirements
Prepare correspondence on behalf of the GMD, including the drafting of general replies.

Others:

Conduct research and gather data on diverse business issues for the GMD
Collate material and prepare presentations and speeches for the GMD

Work Experience / Qualification

Bachelor’s degree in social science, engineering or any relevant field from a recognized institution
Minimum of second-class upper division
Not more than 25 years of age
0-1 years of work experience
Professional certification will be added advantage
understanding of Oil and Gas industry standards and policies
Good oral and written communication skills
Good customer focus
Sharp attention to detail
Strong analytical and problem-solving skills
Good Microsoft skills.
Ability to work under pressure