Administrative Assistant

Mubadala Energy; Asia; Presencial; PEN 30.000 - 60.000; Jornada completa

Descripción de la vacante

Mubadala Energy in Lima, Peru, is seeking a capable Administrative Assistant to provide day-to-day support to the Department, managing calendars, meetings, travel, and document control. You will coordinate internal and external engagements, prepare reports and agendas, handle communications, and assist with procurement-related activities in line with HSSE and company policies.

The role requires 3 years of relevant experience, a Diploma or Bachelor's degree, and fluency in English and Bahasa

Formación

• Strong organizational and time management skills are essential.
• Excellent written and verbal communication in English and Bahasa Indonesia.
• Proficiency in Microsoft Office and document control systems is required.

Responsabilidades

• Provide day-to-day administrative support including calendar management and meeting coordination.
• Coordinate travel arrangements and itineraries with necessary approvals.
• Prepare, format, and organize reports, presentations, and meeting materials.
• Coordinate internal and external meetings, handle logistics, and record minutes.
• Handle communications and act as a liaison with internal teams and external stakeholders.
• Maintain filing systems, ensure confidential document control, and support procurement activities.
• Process expense claims and invoices, support basic budgeting with Finance.
• Ensure activities comply with company HSSE policies and procedures.

Conocimientos

Organizational skills

Time management

Communication skills

Multitasking

English proficiency

Bahasa Indonesia proficiency

Educación

Diploma/Bachelor's Degree

Secretarial background preferable

Herramientas

Microsoft Office

Document control

Calendar management tools

Descripción del empleo

Provide comprehensive day-to-day administrative support to the Department to ensure smooth operations through effective calendar management, meeting coordination, document control, and administrative process support, in compliance with company policies and procedures.

Responsibilities include but are not limited to the following:

• Provide day-to-day administrative support to the Department, including calendar management, scheduling meetings, and coordinating internal and external engagements.
• Coordinate travel arrangements and itineraries, including necessary approvals.
• Prepare, format, and organize reports, presentations, correspondence, agendas, and meeting materials.
• Coordinate internal and external meetings, including logistics, document circulation, and recording minutes of meetings.
• Handle incoming and outgoing communications and act as a coordination point with internal teams and external stakeholders.
• Maintain organized physical and electronic filing systems, ensuring proper document control, record retention, and confidentiality.
• Support procurement-related administrative activities and monitor office supplies.
• Process expense claims, invoices, and support basic budgeting and cost-tracking activities in coordination with Finance.
• Liaise with relevant internal teams and external parties to support departmental administrative requirements.
• Ensure all administrative activities are carried out in accordance with company policies, procedures, and HSSE requirements.
  

Qualifications include but are not limited to the following:

Education:

• Diploma/Bachelor's Degree in any relevant discipline.
• Secretarial background is preferable.

Experience:

• Minimum 3 years in related role.

Skills:

• Knowledge
  • Good understanding of general administrative and secretarial functions.
• Soft & Hard Skills
  
  • Strong organizational and time management skills with the ability to manage multiple priorities effectively.
  • High attention to detail in document preparation, record maintenance, and administrative tracking.
  • Effective written and verbal communication skills in English and Bahasa Indonesia.
  • Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with document control or administrative systems.
  • Able to manage calendars, meetings, logistics, and administrative tasks with minimal supervision.