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Personal Assistant
3 months ago
Job Title: Personal Assistant
Job Location: Sunbury-on-Thames (Hybrid- initially 4 days a week in the office)
Contract Length: 12 months contract (possibility of extension)
Industry: Oil and Energy, Administration
Key Requirements: Diary management, senior level support, concur, proactive thinking, experience in a fast paced environment
Working Hours: 8 per day/ 40 per week
Role Overview:
This role is for a Personal Assistant working within the Projects business area and is based at bp in Sunbury. They will be responsible for all administrative activities in support of one VP, his leadership team and their teams.
We are looking for candidates who enjoy working as part of a high performing team with strong organisation and networking skills and who have the ability to remain focused under pressure. This role is for a highly motivated and proactive candidate who is seeking a challenge.
What you will do:
- Calendar management. Effectively manage the VP calendar scheduling meetings and responding promptly to meeting requests to make the most efficient use of their time.
- Business travel. Prepare travel itineraries, agendas, booking of flight, hotel, transportation and visa applications (where applicable).
- Expenses. In accordance with bp policy, collate and process the personal travel and entertainment expenses of the VP through the Concur system. In accordance with bp policy, ensure relevant entries are made to the Gifts & Entertainment register.
- First point of contact to internal and external customers – making sure that external visitors are registered on our MyAccess system.
- Event/meeting coordination. Setting up and managing different meetings, ranging from LT Offsites, workshops, training events etc
- Manage new joiners. Making sure that arrangements have been made to order a laptop, plus any other equipment, team inductions are arranged, and they have the information on all the bp processes i.e., how to order a Citicard, mobile phone, Concur etc
- Logging IT requests.
- Meeting rooms. Making sure that meeting rooms are booked in advance and assist the team with any large meeting room requests and reporting any IT/AV issues.
- Catering. To make sure that catering is ordered for any large meetings/events with our on-site catering team.
- SAP. Assist the team with any Purchase Orders that need to be raised either through SAP or Ariba guided buying.
- Team meetings. Be an active member of the team in assisting with large team meetings, townhalls, community calls etc
- Contractors. Make sure that all contractors are added to our MyAccess system so that an induction can be arranged for them, to enable them to get a Sunbury pass.
- Stationery. Ordering stationery when required.
- Other ad-hoc administrative duties for the team such as arranging couriers, meeting support, Sharepoint, project support etc.
- Partner with the other team assistants to provide cross team support when needed, including providing holiday/sickness cover.
What you will have:
- High standard of administrative and analytical skills, including organisation, prioritizing and forward planning.
- A team player who is self-motivated and proactive.
- Experience in a multinational, corporate environment requiring discretion and cultural awareness.
- Highly proficient in software packages, especially in Microsoft Outlook, Excel, PowerPoint, Word, Teams, SAP & Concur.
- Fluent in both written and spoken English.
- Strong networking and influencing capability. Ability to build relationships and work effectively across a network of communicators, external networks and senior managers.
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.
