Executive Assistant To Director

About the Role

We are seeking a sharp and proactive Executive Assistant to the Director for our Oil & Gas Mid size Infrastructure company. This role goes beyond traditional EA duties it requires strong coordination with site teams, financial tracking capability, and involvement in hiring and business monitoring, acting as a key extension of the Director's office.

Key Scope of Work

• Coordinate with different site teams on behalf of the Director to ensure smooth execution and timely updates

• Track and review cost estimations submitted by Project Managers against approved budgets

• Support screening and shortlisting of candidates for roles including:

• Accountants

• Business Development team

• Project Managers

• QC Engineers

• Engineers

• Analyze monthly site-wise Revenue & Expenses and consolidate P&L reports for management review

• Review and interpret BOQ (Bill of Quantities) to support cost tracking, project evaluation, and discussions with site/project teams

• Prepare MIS reports, dashboards, and summaries for the Director's decision-making

• Manage the Director's schedule, meetings, correspondence, and follow-ups on action items

• Liaise between the Director and department heads/site teams to ensure timely closure of pending items

Key Requirements

• Bachelor's degree in Commerce, Business Administration, Engineering, or related field; MBA preferred
• 2+ years of experience as an EA/Executive Assistant/Chief of Staff, preferably in Oil & Gas, Infrastructure, EPC, or CGD sector
• Must have a good understanding of Finance and Costing, with working knowledge of cost estimation, BOQ, and P&L analysis
• Prior exposure to recruitment/screening coordination is an advantage
• Strong proficiency in MS Excel (financial tracking, reports) and MS Office
• Must be proficient in using AI tools such as Claude and ChatGPT for reports, analysis, and day-to-day productivity
• Excellent communication, coordination, and organizational skills
• Must be adaptive and comfortable working across different departments (Finance, Projects, BD, QC, HR)
• Ability to multitask and work closely with senior management and site teams
• Immediate joiners preferred
• Must be committed with the company — as the company is acquiring new orders, this role has strong potential to grow into a senior position

Preferred

• Experience working in a Director's/CXO's office in an SME setup
• Understanding of oil & gas infrastructure project execution and site operations