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.

Key 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

Qualifications

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

Executive Assistant – Operations & Delivery