Executive Assistant

The Executive Assistant provides high-level administrative and logistical support to the Managing Director, with a focus on coordinating operations, managing communications, and ensuring smooth execution of daily activities.

The Executive Assistant provides high-level administrative and logistical support to the Managing Director, with a focus on coordinating mobile operations, managing communications, and ensuring smooth execution of daily activities. While primarily stationed at a designated gas station hub, the role requires agility in supporting on-the-road engagements, vendor coordination, and operational oversight.

Key Responsibilities:

Administrative & Communication Support

• Manage the MD’s calendar, appointments, and travel logistics

• Draft, review, and dispatch correspondence, memos, and reports

• Serve as the first point of contact for internal and external stakeholders

• Maintain confidentiality and professionalism in all communications

On-the-Road Coordination

• Track and relay updates on MD’s location, meetings, and operational needs

• Coordinate with drivers, vendors, and field staff to ensure timely execution of tasks

• Prepare and deliver materials, supplies, or documentation to mobile locations as needed

Station-Based Operations

• Act as the MD’s liaison at the gas station hub, ensuring smooth day-to-day operations

• Monitor inventory levels, staff attendance, and customer service standards

• Support basic reporting and reconciliation tasks (e.g., fuel sales, petty cash, shift logs)

• Escalate operational issues to relevant departments or the MD as needed

📊 Reporting & Follow-Up

• Maintain logs of MD’s activities, decisions, and follow-ups

• Assist in preparing summaries or action trackers from meetings and site visits

• Support compliance and documentation efforts related to station operations

Skills & Competencies:

• Strong organizational and multitasking abilities

• Excellent written and verbal communication

• Discretion and reliability in handling sensitive information

• Basic operational understanding of fuel station workflows

• Proactive problem-solving and coordination skills

• Tech-savvy with mobile apps, messaging platforms, and basic Excel

Working Conditions:

• Primarily stationed at a gas station with occasional field visits

• May require flexible hours depending on MD’s schedule

• Must be comfortable working in a dynamic, fast-paced environment