Executive Assistant To Director

Adorn Infra Energy; Gurugram District; On-site; INR 800,000 - 1,100,000; Full time

Job summary

Adorn Infra Energy is seeking an Executive Assistant to the Director to provide proactive, high-level support in a mid-size Oil & Gas infrastructure setting. The role goes beyond traditional EA duties, coordinating with site teams, tracking budgets, and aiding in hiring and business monitoring as a close extension of the Director's office.

You will manage schedules, prepare MIS reports, and liaise across Finance, Projects, BD, HR, and site teams to ensure timely closure of action items.

Qualifications

• Bachelor's degree in Commerce, Business Administration, Engineering, or related field.
• MBA preferred.
• 2+ years as EA/Chief of Staff in Oil & Gas, Infrastructure, EPC, or CGD.
• Strong finance and costing knowledge, including cost estimation, BOQ, and P&L analysis.
• Experience with recruitment coordination is a plus.
• Proficiency in MS Excel and Microsoft Office.
• Comfort using AI tools (Claude, ChatGPT) for reports.

Responsibilities

• Coordinate with site teams on behalf of the Director for timely updates.
• Track cost estimations against budgets.
• Screen and shortlist candidates for roles.
• Analyze monthly site-wise revenue and expenses and consolidate P&L reports.
• Review BOQ to support cost tracking and project discussions.
• Prepare MIS reports, dashboards, and summaries for decision-making.
• Manage Director's schedule, meetings, and correspondence.
• Liaise with department heads and site teams to close pending items.

Skills

Executive coordination

Multitasking

Communication skills

Organizational skills

Adaptability

Finance awareness

Education

Bachelor's degree in Commerce/Business Administration/Engineering or related field

MBA preferred

Tools

MS Excel

MS Office

Claude/ChatGPT AI tools

Job description

About the Role

We are seeking a sharp and proactive Executive Assistant to the Director for our Oil & Gas Mid size Infrastructure company. This role goes beyond traditional EA duties it requires strong coordination with site teams, financial tracking capability, and involvement in hiring and business monitoring, acting as a key extension of the Director's office.

Key Scope of Work

• Coordinate with different site teams on behalf of the Director to ensure smooth execution and timely updates
• Track and review cost estimations submitted by Project Managers against approved budgets
• Support screening and shortlisting of candidates for roles including:
• Accountants
• Business Development team
• Project Managers
• QC Engineers
• Engineers
• Analyze monthly site-wise Revenue & Expenses and consolidate P&L reports for management review
• Review and interpret BOQ (Bill of Quantities) to support cost tracking, project evaluation, and discussions with site/project teams
• Prepare MIS reports, dashboards, and summaries for the Director's decision-making
• Manage the Director's schedule, meetings, correspondence, and follow-ups on action items
• Liaise between the Director and department heads/site teams to ensure timely closure of pending items

Key Requirements

• Bachelor's degree in Commerce, Business Administration, Engineering, or related field; MBA preferred
• 2+ years of experience as an EA/Executive Assistant/Chief of Staff, preferably in Oil & Gas, Infrastructure, EPC, or CGD sector
• Must have a good understanding of Finance and Costing, with working knowledge of cost estimation, BOQ, and P&L analysis
• Prior exposure to recruitment/screening coordination is an advantage
• Strong proficiency in MS Excel (financial tracking, reports) and MS Office
• Must be proficient in using AI tools such as Claude and ChatGPT for reports, analysis, and day-to-day productivity
• Excellent communication, coordination, and organizational skills
• Must be adaptive and comfortable working across different departments (Finance, Projects, BD, QC, HR)
• Ability to multitask and work closely with senior management and site teams
• Immediate joiners preferred
• Must be committed with the company — as the company is acquiring new orders, this role has strong potential to grow into a senior position

Preferred

• Experience working in a Director's/CXO's office in an SME setup
• Understanding of oil & gas infrastructure project execution and site operations