Administrative Assistant

Job Description

Job Overview:

The Administrative Assistant – HSES supports day-to-day administrative operations, including document control, data entry, reporting, and coordination of meetings and activities. The role contributes directly to the effectiveness of the HSES team through accurate documentation, timely reporting, and organized administrative processes. Familiarity with basic HSE concepts, including leading and lagging indicators, is required to support departmental reports and records.

• Provide general administrative support to the HSES Department.
• Coordinate meetings, trainings, inspections, and department activities, including preparation of materials and meeting minutes.
• Maintain calendars and schedules for HSES team members.
• Arrange travel and logistics for HSES-related activities as required.

• Prepare, edit, and format documents, reports, spreadsheets, and presentations using Microsoft Excel, Word, and PowerPoint.
• Assist in maintaining HSES records, registers, and documentation (manual and electronic filing systems).
• Support data entry and basic tracking of HSE leading and lagging indicators (e.g., training data, inspections, incidents, observations).
• Ensure documents are properly filed, updated, and accessible.

• Assist in compiling routine HSES reports and presentations for internal use.
• Handle correspondence, emails, and routine inquiries related to the HSES Department.
• Perform photocopying, scanning, and distribution of documents.
• Ensure effective mail and package distribution for the department.

Essential Qualifications and

Education:

• Minimum High School Diploma or equivalent.
• Minimum 2–4 years of experience in an administrative or clerical role.
• Experience supporting a technical or HSE-related department is an advantage.

• Proficient in Microsoft Excel, Word, and PowerPoint (report formatting, basic spreadsheets, presentations).
• Familiar with HSE leading and lagging indicators and basic HSES terminology.
• Strong organizational, multitasking, and attention-to-detail skills.
• Good written and verbal communication skills.
• Ability to follow procedures, manage documents accurately, and meet deadlines.
• Ability to work effectively with team members and stakeholders at different levels.
• Basic proficiency in office equipment (printer, scanner, copier).