Senior Secretary

2 weeks ago

Aberdeen, Aberdeen City, United Kingdom Subsea 7 Full time

Organisation

Position
Senior Secretary

Vacancy ref
83335

Based in
Aberdeen - Westhill

Business area
Subsea & Conventional

Working hours
37.5 hours per week

Contract type
Staff

Closing date
11/07/2024

Vacancy information


Subsea7 are looking for a
Senior Secretary to join our UK & Global IRM (UKGIRM) team based at our office in Westhill, Aberdeen on a full-time, staff basis.


The purpose of this role is to provide confidential personal assistant support to assigned members of the Regional Management team.

Due to the nature of this role, we require an individual with a high level of integrity as you will be dealing with highly confidential and sensitive information on a regular basis.


This will be a varied role that will require a hands-on approach to situations as well as an ability to take the initiative and be pro-active in dealing with issues before and as they arise.

What will you be doing?

  • Maintenance of diaries, including extensive organisation of both internal and external meetings.
  • Arrangement of UK and worldwide travel, transportation and accommodation as required. This includes arrangement of appropriate visas and any medical requirements for travel, along with completion of expense claims for managers.
  • Preparation of confidential documentation, letters, presentations, and spreadsheets.
  • Organisation and coordination of both inhouse and offsite events from concept to completion, such as forums, team dinners, workshops, seminars, etc.
  • This also includes management of event logistics such as airport transfers for global travellers, group hotel bookings, catering and dietary requirements, meeting room bookings and external team building.
  • Build and maintain effective working relationships with key stakeholders. Working closely with Global Travel Manager, ATPI Travel, Project teams, Facilities, and external stakeholders.
  • Assisting managers with invoice and purchase requisition approvals in SAP.
  • Completion of timesheets in SAP for managers, in line with local requirements.
  • Ensuring organisation charts are updated, using PowerPoint and Visio, as well as uploaded onto the 7Online intranet.
  • General office duties as required in a busy project environment.
What experience would we like you to have?

  • Previous relevant experience in a similar role within an international organisation
  • Good level of IT skills, proficient in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams, etc).
  • Great interpersonal skills with the ability to effectively communicate and build networks across all levels of stakeholders both internal and external.
  • Motivated and highly organised individual, with a high degree of project management skills and ability to prioritise workload during periods of high volume, as well as conflicting and changing priorities.
  • An eager person with a notable ability to concentrate on fine points
What do we offer?
-
Career development - with access to a range of learning and development opportunities, as well as being part of a culture that encourages growth and development.
-
Flexible working - lots of our people work flexibly in different ways. Whether it's hybrid, part-time or flexitime working. We can't promise to give you exactly what you want, but let's have a discussion to see how we can make it work.
-
Enhanced maternity/paternity leave/adoption leave
:

-
A fantastic benefits package - which includes a generous holiday allowance, pension scheme, discounted health and wellbeing packages, electric car salary sacrifice scheme and more.

Who are we?

We are Subsea7, a global leader in the delivery of offshore projects and services for the energy industry.

We make offshore energy transition possible through the continuous evolution of lower-carbon oil and gas and by enabling the growth of renewables and emerging energy.

At Subsea7, we are looking for people who think differently.

We want people who can bring new ideas and who are willing to take on challenges that will enable us to make a positive impact on a global stage.

In turn we will lift you up and encourage you to go further. Onshore or offshore, embark on a journey of opportunities, continuous learning, and development.

Start your journey with us today.

An environment where you can thrive.

We recognise that having a diverse team makes us a better, smarter team. Diversity is something we value and regard it as key to our success.


We encourage new ways of thinking and celebrate our wide range of skills that help us continually challenge the status quo and inspire innovation.

An inclusive and diverse environment fosters creativity, improves decision-making and introduces new ways of thinking.


Our people are at the heart of what we do at Subsea7, and we are committed to creating an environment where everyone can thrive.

Fair employment practices, fair treatment for all individuals and equal opportunity based on merit are the foundation of

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