Administrative Assistant

Key Responsibilities Build and maintain positive working relationships with internal teams, contractors, and external stakeholders while adhering to company policies and professional standards. Monitor and communicate updates to procedures, guidelines, and regulatory requirements relevant to project activities. Maintain accurate project records, databases, tracking systems, and documentation to support ongoing operations.

Coordinate project startup documentation to ensure all required information is complete, organized, and available on schedule. Manage and track project-related reports, correspondence, approvals, permits, and supporting documentation. Assist with the coordination of stakeholder engagement activities and consultation requirements as needed.

Support project teams by organizing, reviewing, and maintaining project files, drawings, reports, and final documentation packages. Prepare, compile, and submit applications, permits, licenses, and other regulatory documentation. Track project milestones, deadlines, and regulatory submission requirements to ensure timely completion.

Verify that all required approvals, permits, and supporting documentation are in place prior to project commencement. Schedule and participate in project meetings, record meeting minutes, and follow up on action items. Provide administrative support to project leaders and operational teams, including document management, reporting, and coordination activities.

Communicate project updates, status reports, and key information to internal and external stakeholders as required. Identify administrative process improvements and support the implementation of efficient project management practices. Qualifications Diploma or certificate in Petroleum Administration, Office Administration, Project Administration, or a related field is considered an asset.

Minimum 2 years of experience in an administrative, project coordination, or operational support role. Experience supporting projects, operations, construction, engineering, or other fast-paced business environments is preferred. Proficiency with Microsoft Office Suite and experience using databases, document management systems, and invoicing software.

Strong organizational, planning, and time management skills with the ability to manage multiple priorities and deadlines. Excellent written and verbal communication skills with a customer-service-oriented approach. Strong attention to detail, accuracy, and document control practices.

Ability to work independently while collaborating effectively with cross-functional teams. Proactive problem-solving skills and a commitment to continuous improvement.