What are the responsibilities and job description for the Executive Assistant position at Petrofac Careers?
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.
Petrofac is currently looking to recruit an Interface Coordinator to be based in UAE.
Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?
JOB TITLE:
KEY RESPONSIBILITIES:
- Arranging international travel and accommodation for the leaders, supported by full itineraries and all necessary travel documentation (including visas) via the in-house travel team and other external providers as and when instructed by the leaders.
- Diary management including coordination and forward planning around internal and external reporting calendar, international office visits, day-to-day meetings and travel schedules.
- administrative support including expenses, arranging meetings and hospitality, and other general admin tasks.
- Develop and maintain good working relationships with key internal and external stakeholders, including other executives and direct reports.
- Process purchase orders (PO) for assigned leaders and credit card reconciliation, if applicable.
- Provide Personal Assistant holiday cover.
- Drafting agendas, emails and correspondence for and on behalf of the leaders, as appropriate.
- Carrying out specific projects as required.
ESSENTIAL QUALIFICATION & SKILLS:
- An experienced Executive or Personal Assistant, preferably with public listed company
- Good GCSE’s and A-Level results with relevant Administration courses/Diplomas or University Degree
- Attention to detail; efficient and highly organised; pro-active self-starter and a team player.
- Excellent interpersonal, written, and verbal communication skills with the ability to communicate at all levels and between different cultures.
- Ability to build relationships at all levels, internally and externally, demonstrating confidence, professionalism, and respect.
- Ability to prioritise workload and manage deadlines to optimise value of Management time, proven organisational and forward planning skills.
- Innovative, constantly seeking to improve ways of working to increase efficiency and effectiveness.
- Experienced in dealing with senior executives in a corporate environment and coping with changing requests.
- Ability to maintain confidentiality in all aspects of work and handle sensitive information.
- Fluent with Microsoft Office suite especially Outlook, PowerPoint, Excel, etc.
- Proven experience of supporting senior executives or Group Head/ Group Director is preferable.
- Global travel and diary management experience and experience with working in different time zones
#LI-DH1
