Personal Assistant to the GMD

Job Summary

We are seeking a highly organized, discreet, and proactive Personal Assistant to provide comprehensive administrative and executive support to the Group Managing Director (GMD) of a leading Oil & Gas company. The successful candidate will manage schedules, coordinate executive communications, and ensure the smooth functioning of the GMD’s office while maintaining strict confidentiality and professionalism.

Key Responsibilities

Executive & Administrative Support

• Manage and maintain the GMD’s calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, including preparation of agendas, documentation, and minutes.
• Screen and prioritize incoming calls, emails, and correspondence.
• Draft, review, and prepare reports, presentations, memos, and executive communications.
• Ensure timely follow-up on action points and deliverables.

Communication & Liaison

• Serve as a primary point of contact between the GMD and internal departments.
• Interface with senior management, board members, external stakeholders, regulators, and partners.
• Coordinate communication with joint venture partners and service providers when required.
• Maintain professional relationships with key stakeholders across the organization.

Travel & Logistics Management

• Arrange domestic and international travel (flights, visas, accommodation, transportation).
• Prepare detailed travel itineraries and briefing documents.
• Process travel expense reports and reimbursements.

Office & Confidentiality Management

• Maintain confidential records and sensitive information with absolute discretion.
• Organize and maintain filing systems (physical and electronic).
• Monitor deadlines and ensure the GMD is adequately prepared for meetings and engagements.
• Support board meetings and executive sessions as required.

Event & Project Coordination

• Assist in organizing executive meetings, strategy sessions, and corporate events.
• Track strategic initiatives and ensure alignment with executive directives.
• Support special projects assigned by the GMD.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or related discipline.
• Minimum of 5–8 years’ experience as an Executive Assistant or Personal Assistant supporting C-suite executives, preferably within the Oil & Gas industry.
• Experience supporting senior executives in a corporate or multinational environment.
• Strong understanding of corporate governance and executive office protocols.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize in a fast-paced environment.
• Professional demeanor and strong interpersonal skills.
• Attention to detail and problem-solving ability.