Executive Assistant - Operations & Delivery

Responsibilities

• Operations & Delivery Coordination
• Support daily tracking of customer orders, production milestones, and shipment schedules
• Maintain and update operational trackers, delivery plans, and priority reports
• Coordinate with engineering, planning, operations, QAQC, supply chain, and warehouse teams to ensure timely execution
• Monitor critical delivery timelines and proactively follow up on pending actions
• Escalate operational risks, delays, or bottlenecks when necessary
• Communication & Follow-Up
• Draft and manage professional emails for internal and external communication
• Coordinate meetings, operational reviews, and follow-up discussions
• Prepare meeting minutes, action trackers, and status summaries
• Ensure timely follow-up with stakeholders across multiple departments
• Documentation & Administrative Support
• Organize project documentation, operational records, and shipping-related files
• Assist in preparing presentations, reports, and management updates
• Maintain structured document control and filing systems
• Support ERP-related administrative and coordination activities
• Executive Support
• Manage scheduling, calendars, and meeting coordination
• Assist in prioritizing daily operational activities and reminders
• Support travel planning and administrative arrangements when required
• Help improve workflow organization and operational efficiency
• Process Improvement &Digital Coordination
• Support operational reporting and dashboard tracking
• Utilize Microsoft Office tools effectively, especially Excel, Outlook, Teams, and PowerPoint
• Assist in improving coordination workflows and tracking systems
• Support digital initiatives and process automation improvements where applicable

Requirements

• Diploma or Degree in Business, Operations, Engineering or Supply Chain.
• 2-5 years of relevant experience in operations coordination, executive support, manufacturing administration, or project coordination
• Experience in manufacturing, engineering, oil & gas, or industrial industries is preferred
• Skills & Competencies
• Strong organizational and multitasking skills
• Excellent coordination and follow-up capabilities
• Strong attention to detail and urgency management
• Good written and verbal communication skills
• Ability to work independently in a fast-paced environment
• Proficient in:
• Microsoft Excel
• Outlook
• Microsoft Teams
• PowerPoint
• ERP systems (Odoo/SAP preferred)
• Personal Attributes
• Proactive and responsible
• Strong sense of ownership and accountability
• Calm under pressure and deadline-driven
• Fast learner with positive working attitude
• Good interpersonal and stakeholder management skills
• Preferred Advantages
• Experience handling manufacturing schedules or project timelines
• Familiarity with logistics and shipping documentation
• Exposure to QAQC or production environments
• Experience working with international teams or customers
• Knowledge of dashboards, reporting tools, or automation platforms is an added advantage
• Why Join Us
• Opportunity to work closely with leadership in a high-impact operational role
• Exposure to international oil & gas manufacturing projects
• Dynamic and fast-paced learning environment
• Opportunity to contribute directly to operational excellence and delivery performance

Additional Information

Job Overview We are looking for a proactive, organized, and detail-oriented Executive Assistant - Operations & Delivery to support daily coordination and execution activities within a fast-paced manufacturing and delivery environment. This role will work closely with the Order Fulfilment & Product Delivery Lead to coordinate across engineering, planning, operations, QAQC, supply chain, warehouse, logistics, and customer-facing teams to ensure smooth order execution and on-time delivery. The ideal candidate should be highly dependable, capable of handling multiple projects, and comfortable working in a dynamic operational environment with frequent follow-ups and coordination tasks.

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