Team Assistant to Vp Operations

3 weeks ago

London, United Kingdom BP Full time

**Job Title**: Team Assistant to VP Operations

**Location**: London, Douglas House

**Industry**: Admin

**Contract**: 12 month contract

Engagement via Umbrella company

Must have the right to work and reside in the UK

**Summary**:
To provide administrative assistance to the VP Operations and the Operations LT. The role will provide support to members of the Global Operation LT as well as helping on other related team administration activities. This role will require willingness to work some evenings due to UK/US/ASPAC time difference.

Key Accountabilities

Calendar management. Effectively manage senior leader calendars, scheduling meetings and responding promptly to meeting requests to make the most efficient use of their time. Including making room bookings, pre-read preparation and visitor registration.
Business travel. Work closely with other BP offices and external agencies to prepare itineraries and agendas, arrange all transport and accommodation for senior leaders, and prepare visa documentation where required.
Expenses. In accordance with BP policy, collate and process the personal travel and entertainment expenses of senior leaders through Concur system.
In accordance with BP policy, ensure relevant entries are made to the Gifts & Entertainment register.
Prepare and produce correspondence on behalf of senior leaders.
Maintain organisation charts & distribution lists where needed.
Arrange logistics and venues for offsite meetings.
Support Group Strategic Planning team with ad-hoc requests, arrange couriers, meeting support, project support, training on new BP systems, onboarding of new team members,
An ability to be flexible and adapt quickly to changes resolving any issues accordingly.
Ability to prioritise workloads and cope with unpredictable work requests.
Build strong working relationships with BP staff globally and with external contacts. Operate strong relationships with support staff in offices of all senior executives and key external contacts.
Ability to learn BP work processes and systems.
Able to work on own initiative and equally as part of a team

You will need

Proficient in software packages especially Excel, PowerPoint and Word (including track changes)
Knowledge and experience of virtual meeting technologies such as Teams, Lync, VC and telepresence
Good knowledge of BP processes and systems
Ability to demonstrate experience in the full range of administrative skills required
Experience working independently and of managing a busy workload, with the ability to demonstrate effective prioritisation of work
Strong written and verbal communication
Highly proficient in software packages, especially in Outlook, Excel, PowerPoint, Word, and Concur.
Strong organisational skills and attention to detail
A team player who is self-motivated and proactive
Experience in a multinational, corporate environment requiring discretion and cultural awareness
Ability to build relationships and work effectively across a network of communicators, external networks and senior managers
Absolute discretion, ability to handle sensitive information and maintain confidentiality.
Ability to work with a range of people at all levels, cultures, and personalities both internally and externally allowing the job holder to communicate with them effectively.
Ability to work without supervision and under pressure, intelligently assess and anticipate the requirements.
Ability to work independently, to prioritise and work with deadlines and unpredictable work requests.
Applies skills/ knowledge to solve problems, make decisions, enhance ways of working and produce quality outputs that support the attainment of the bp purpose and aims to reimagine energy. Focuses on adding value and delivering excellence while ensuring safe, responsible working practices.
Proactively builds and maintains inclusive relationships based on trust, with a wide and diverse set of stakeholders, in line with a 'one bp' mentality. Collaborates to gather diverse views to enhance ways of working and enable innovation. Shows courage, along with humility and empathy (consideration for the emotional wellbeing of others).
Demonstrates curiosity, resilience and openness to new experience with a willingness to challenge the status to quo, Enabling innovation and change. Thrives in times of pressure and uncertainty.

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