Team Assistant
1 week ago
- United Kingdom
- Sunbury
- Travel required
- Up to 10% travel should be expected with this role
- Job category
- Business Support
- Relocation available
- This role is not eligible for relocation
- Job type
- Professionals
- Job code
RQ06604
- Experience level
- Entry
Entity:
People & Culture
Job Family Group:
Business Support Group
Job Summary:
At bp, our people are our most important asset. People & culture discovers, empowers, energizes and cares for our brilliant people - and so can you. We're nurturing a diverse and inclusive culture that allows our people to thrive in all aspects of their lives.
We're creating collaborative workplaces that drive innovation and agility. If people are your passion, this is the right place for you.
We are looking for an experienced executive PA who is used to operating at this level and takes pride in helping their VPs to be as organised as possible and utilising their time as effectively as possible.
This person will be 'the face' of the VPs office and as such needs to be approachable and respectful with a can-do attitude.
Main Responsibilities:
- Calendar management: Proactively coordinate a complex and constantly evolving calendar, including scheduling of meetings and travel and all logístical needs (e.g., booking of conference rooms and technology), helping to ensure that VP's (Vice President) time aligns with key priorities and shareholder needs.
- Travel: Identify and book domestic and international travel, including flights, hotels and cars, ensuring that travel arrangements align with bp travel policies; also requires supporting the VPs if travel needs arise while travelling
- Expenses:
- Event/Team off sites/Leadership meetings:
- Technology/Systems Management:
- General Administration:
Add entries to gift & entertainment register as required.- Preparation of documents and correspondence: As needed, collate agendas and pre-reads for meetings; and format Power Point presentations and documents to provide a clear, professional, and branded feel.
Provide written and verbal correspondence to internal and external contacts in a courteous, helpful, and timely manner.- Onboarding: Provide support to new joiners on the team, helping to order technology and making sure that employees are ready to go on Day One.- Provide support to other team personal assistants, as needed, for holidays/illness.
Essential experience and skills:
- Advanced communication skills, and ability to communicate with a range of internal and external contacts in a prompt and courteous manner
- Attention to detail and quality of work
- Proactive problem solving, including the ability to anticipate needs and challenges and find solutions
- Good time management, including ability to juggle multiple tasks and reprioritise based on urgent needs
- Excellent judgment and ability to discretely handle confidential/sensitive information
- Familiarity with Microsoft Teams (for video calls and document management); Concur and Egencia for travel booking and invoicing/expense processes
- Strong experience within Microsoft Office, Excel, Word, One Note and PowerPoint
- Willingness to support wider teams where necessary and guide them on office policies/requirements
- Willingness to be available for support after standard working hours, if needed (e.g., during travel)
Why join our team?
There are many aspects of our employees' lives that are meaningful, so we offer benefits to enable your work to fit with your life.
Travel Requirement
Up to 10% travel should be expected with this role
Relocation Assistance:
This role is not eligible for relocation
Remote Type:
This position is a hybrid of office/remote working
Skills:
Communication, Microsoft Office, Organizing, Presentations, Problem Solving
Legal Disclaimer:
If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy.
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