Aldelia’s global management strategy delivers specialised services to the Oil & Gas sector from dedicated teams in each key strategic region. From these centres we can support our clients locally by being able to take advantage of the local labour markets whilst also having the ability to resource candidates internationally for technical, engineering and higher level positions which require industry leading professionals with international profiles.
Each regional team is guided by a common set of processes and working practices within a robust operational structure to ensure a consistent high quality of delivery which our clients can depend on in any market.
The origin of Aldelia gives a good indication of what the company was meant to be. Cedric Filet, whilst recovering from a rugby injury, established the company from his bedroom. The dream was to set up a recruitment consultancy which would compete with the top 5 Oil & Gas Recruitment Specialists in a matter of 5 years. To achieve that, Cedric focused on a gap he identified in the Oil & Gas industry: local content. Local content had long been considered a pain for international Oil & Gas firms. These firms understood the necessity of developing local content programs but struggled to implement them.
When it came to choose a name, Cedric decided to find a name which would represent the strategic orientation of the company. The Aldelia name finds it origin from the Portuguese “Aldeia” which defines in Brazil people coming from small indigenous communities – tribes.
The strategy paid off quickly with numerous contracts signed with major Oil & Gas companies.Job Description:
We are seeking a highly organized and proactive Executive Assistant to support our Managing Director and senior management team.
The ideal candidate will be capable of managing multiple tasks simultaneously, possess exceptional communication skills, and demonstrate the ability to maintain confidentiality and discretion at all times.
The Executive Assistant will play a crucial role in facilitating efficient operations, communication, overseeing facility maintenance, travel management, and embodying proper working and personal etiquette within the organization.
Responsibilities:
Provide comprehensive administrative support to the Managing Director and senior management team, including calendar management, travel arrangements, and meeting coordination.
Act as a primary point of contact between the Managing Director and internal/external stakeholders, handling correspondence and inquiries with professionalism and discretion.
Prepare and edit correspondence, communications, presentations, and other documents as required by the Managing Director and senior managers.
Coordinate and organize meetings, conferences, and special events, ensuring all logistics are managed effectively and efficiently. Take minutes of meetings and distribute them to relevant stakeholders in a timely manner.
Manage travel arrangements for the Managing Director and senior management team, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
Assist in the preparation of reports, presentations, and briefing materials for meetings, ensuring accuracy and timeliness.
Manage and prioritize incoming requests and inquiries, delegating as appropriate and following up to ensure timely responses.
Maintain an organized filing system, both electronic and physical, to ensure easy access to important documents and information.
Conduct research and gather information as directed by the Managing Director and senior managers, compiling data into concise and actionable reports.
Handle sensitive and confidential information with discretion, maintaining a high level of professionalism and integrity at all times.
Anticipate the needs of the Managing Director and senior managers, proactively identifying opportunities to streamline processes and improve efficiency.
Collaborate with other members of the administrative team to ensure seamless operations and support across the organization.
Oversee facility maintenance, including coordinating repairs, maintenance schedules, and ensuring a safe and clean working environment for employees and visitors.
Qualifications:
Bachelor's degree in Business Administration, Management, or related field preferred.
Proven experience as an Executive Assistant or similar role, supporting C-suite executives or senior management.
Exceptional organizational skills and attention to detail, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
Strong written and verbal communication skills, with the ability to interact professionally with individuals at all levels of the organization. Ability to take accurate minutes of meetings.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Discretion and confidentiality when handling sensitive information and confidential documents. Trustworthiness is paramount.
Ability to work independently with minimal supervision, while also functioning effectively as part of a team.
Flexibility and adaptability to changing priorities and demands.
Strong problem-solving skills and the ability to think critically and strategically.
Proper working and personal etiquette, including promptness, professionalism, and respect for colleagues and stakeholders.
Demonstrated trustworthiness and reliability in handling confidential information and fulfilling responsibilities promptly and accurately.
Previous experience in a corporate environment or executive support role is highly desirable.
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