Job Description

The Administrative Assistant – HSES provides administrative and clerical support to the HSES Department by following established office procedures under moderate supervision. The role requires good organizational skills, attention to detail, and the ability to support reporting, documentation, and coordination activities related to Health, Safety, Environment, and Security (HSES).

Key Tasks and Responsibilities:

• Provide general administrative support to the HSES Department.
• Coordinate meetings, trainings, inspections, and department activities, including preparation of materials and meeting minutes.
• Maintain calendars and schedules for HSES team members.
• Arrange travel and logistics for HSES-related activities as required.
• Prepare, edit, and format documents, reports, spreadsheets, and presentations using Microsoft Excel, Word, and PowerPoint.
• Assist in maintaining HSES records, registers, and documentation (manual and electronic filing systems).
• Support data entry and basic tracking of HSE leading and lagging indicators (e.g., training data, inspections, incidents, observations).
• Ensure documents are properly filed, updated, and accessible.
• Assist in compiling routine HSES reports and presentations for internal use.
• Handle correspondence, emails, and routine inquiries related to the HSES Department.
• Perform photocopying, scanning, and distribution of documents.
  Ensure effective mail and package distribution for the department.
  

Essential Qualifications and Education:

• Minimum High School Diploma or equivalent.
• Minimum 2–4 years of experience in an administrative or clerical role.
• Experience supporting a technical or HSE-related department is an advantage
• Proficient in Microsoft Excel, Word, and PowerPoint (report formatting, basic spreadsheets, presentations).
• Familiar with HSE leading and lagging indicators and basic HSES terminology.
• Strong organizational, multitasking, and attention-to-detail skills.
• Good written and verbal communication skills.
• Ability to follow procedures, manage documents accurately, and meet deadlines.
• Ability to work effectively with team members and stakeholders at different levels.
• Basic proficiency in office equipment (printer, scanner, copier).

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