Executive Assistant – Operations & Delivery

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