Administrative Assistant

ADMINISTRATIVE ASSISTANT

Our client, a Major Oil and Gas Operator is seeking an experienced Administrative Assistant. This is a PAYE contract role initially until 31 March 2026. Good knowledge of Microsoft Office and SAP and Livelink preferred.

Job Summary:

The incumbent will co-ordinate all aspects of internal and joint venture asset meetings (including asset stewardship meetings, monthly business calls with the JV, Operating Committee meetings, Technical Committee meetings etc). The key responsibilities include compiling presentation packs and routine reports, minute taking and issuing/tracking actions, co-ordinating arrangements for asset insurance risk reviews etc.

The role also includes ad hoc administrative tasks as required, including onboarding and offboarding of personnel, maintaining the asset and team email distribution lists, ensuring delegates (DOAs) are in place for absence cover, arranging desk moves, purchasing ad hoc goods and processing corresponding expense reports, maintaining electronic filing system (Livelink), providing cover for members of the Admin team during absence as required.

Livelink Document Management System - fully utilise the functionality of Livelink including workflow, document filing. Provide support and guidance to department on the use of Livelink and actively supporting the team to encourage strategic use of the system - Livelink Super User.

Intranet administrator - maintain and publish material relating to team and enhance the quality of the site to increase visitors.

Ensure new starts are welcomed and provided with the correct set-up, information, and training to perform efficiently within the department.

Arranges JV meetings, general meetings, team building events and conferences both internally and externally.

Attends JV meetings, team meetings, records actions and tracks progress within agreed deadlines.

Prepare and submit weekly Management report within required timeline.

Assist team with arranging training, PPE and business travel as and when required.

Maintain departmental registers, holiday charts and contact lists.

Collate information and create presentations and/or reports.

Review departmental administrative processes to ensure alignment with UK procedures.

Actively participate in the monthly UK Administration team meetings to ensure consistency in processes and across teams.

Other duties as and when required.

Collaborates with stakeholders and looks for opportunities to leverage their network and work with others to develop safe, practical and effective solutions.

Qualifications/Training:

Administration/Business skills qualification advantageous

Technical qualification/training advantageous

Knowledge/Skills/Experience:

Previous experience in a similar role

Good IT/office technology skills with a detailed knowledge of Microsoft Office (SAP, technical software/applications preferred)

Excellent keyboard skills

Ability to initiate and implement improvements to administration procedures and systems

Good attention to detail

Ability to work on own initiative, prioritise workload and manage multiple tasks

Ability to work to deadlines and perform effectively under pressure

Effective team working

Effective communication skills