Job Summary
The Personal Assistant (PA) to the Commercial Director will provide high-level administrative, organizational, and operational support to ensure the effective coordination of the Commercial Director's priorities and business activities.The PA will act as the primary liaison between the Commercial Director, internal stakeholders, clients, suppliers, and senior management while always maintaining the highest standards of confidentiality and professionalism.
Main Activities & Responsibilities:
- Manage the Commercial Director's calendar, appointments, meetings, and travel arrangements
- Coordinate internal and external meetings with clients, suppliers, and key stakeholders
- Prepare agendas, presentations, reports, briefing notes, and meeting materials
- Record and track meeting action items, ensuring timely follow-up and completion
- Organize and maintain electronic and physical filing systems
- Handle confidential and sensitive information with the highest level of discretion and professionalism
- Arrange domestic and international business travel, including flights, accommodation, ground transportation, and itineraries.
- Coordinate visa applications and other travel-related documentation, as required
- Prepare and reconcile travel expense claims and reimbursement documentation
QHSE Responsibilities Individual:
- Understand and follow Interwell policies and relevant procedures
- Take an active part in compliance and improvement of the Interwell QHSE systems
- Responsible for acting in an inclusive manner and to support and respect individual identities
- Responsible for their own and others wellbeing, health and safety at work, including the reporting of any accidents, incidents & near misses
Experience, Qualifications and Skills
- Bachelor's degree in Business Administration
- 5–8 years' experience as an Executive Assistant or Personal Assistant supporting senior executives
- Previous experience within the Oil & Gas, Energy, Engineering, EPC, Industrial Services, or Manufacturing sectors is preferred
- Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, and Outlook)
- Experience using ERP systems such as IFS, SAP, Oracle, or Microsoft Dynamics is preferred
- Excellent presentation and document preparation skills
- Exceptional organizational and planning skills
- Strong attention to detail and accuracy
- Excellent written and verbal communication skills
- High level of professionalism, integrity, and discretion when handling confidential information
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Strong interpersonal and stakeholder management skills
- Strong problem-solving and decision-making abilities
- Proactive, resourceful, and able to work with minimal supervision
- Adaptable and flexible in responding to changing business priorities