Executive Support Specialist for Projects

3 weeks ago

Reading, Reading, United Kingdom Wood PLC Full time
JOB OVERVIEW

Wood is seeking a Project Team Administrative Coordinator to enhance our Projects division. This role is designed to facilitate hybrid working arrangements.

Position Summary

The Project Team Administrative Coordinator will be a vital part of the Oil, Gas & New Energies sector within our Projects division. This position involves delivering intricate administrative support and coordination to our technical teams. The ideal candidate will excel in juggling multiple tasks and priorities in a dynamic project environment.

This role is perfect for someone with outstanding organizational and administrative capabilities who thrives in engaging with stakeholders across various levels of the organization.

Our Commitment to Clients and Projects

Shaping a Sustainable Future. We aim to create a better future by providing solutions that tackle significant challenges faced by our clients and society.

Your Partner in Sustainable Capital Investments

Wood's Projects division specializes in delivering reliable and consistent outcomes in complex projects, which may involve innovative technologies, intricate construction logistics, or large-scale operations. Our Projects division is diverse in its solutions, capabilities, and global achievements. We offer a comprehensive range of services throughout the lifecycle of major capital projects, including program and project management, engineering and design, procurement, construction, and project execution.

With a global workforce exceeding 12,000 professionals, we undertake some of the most ambitious and essential projects across various sectors, including:
  • Upstream / Midstream / Downstream Oil & Gas
  • Chemicals
  • Renewable Energy
  • Power
  • Mining & Minerals
  • Industrials & Manufacturing
  • Life Sciences
  • Transportation
  • Water
  • Government Services
The work we perform is crucial for facilitating the energy transition.

What We Offer
  • A Supportive Team Environment: We foster a culture of mutual support, encouraging knowledge sharing across all business areas.
  • Engaging and Meaningful Projects: We work with industry leaders in the Energy sector, aiding them in achieving their sustainability and decarbonization goals.
  • Flexible Work Arrangements: We provide options that accommodate client, team, and individual needs, including hybrid and remote work.
  • Commitment to Diversity and Inclusion: We actively promote diversity and inclusion within our organization.
  • Competitive Compensation Package: We conduct regular reviews to ensure our remuneration aligns with market standards.
  • Flexible Benefits: Our benefits include 33 days of annual leave (including public holidays) and the possibility of an additional 'flex day' each month, along with a generous pension scheme and private medical coverage.
  • Professional Development Opportunities: We offer tailored development plans to meet your individual needs and interests.
  • Global Networking: Join experts worldwide who are at the forefront of our industry, setting professional standards.
KEY RESPONSIBILITIES
  • Serve as the primary contact for the Projects team regarding all administrative matters.
  • Coordinate visa arrangements for project travel for personnel and clients.
  • Manage worldwide travel logistics, including flights, accommodations, and transfers, often involving complex itineraries.
  • Compile, generate, update, coordinate, and distribute weekly, monthly, and executive reports.
  • Oversee the administration of new hires and departures, ensuring all software and hardware requirements are met.
  • Maintain departmental data, including distribution lists, contact lists, team CVs, floor plans, and asset numbers.
  • Assist with Oracle timesheet adjustments and expense verifications.
  • Manage office space for the team, including desk allocations, monthly inspections, and meeting room bookings.
  • Order stationery and other departmental supplies.
  • Coordinate team-building activities, social events, and workshops.
  • Act as the point of contact for distribution lists for external subscription services and internal programs.
  • Administer Oracle systems in support of departmental proposals and projects.


QUALIFICATIONS

We encourage candidates to apply even if they do not meet every requirement listed. At Wood, we value diversity and are committed to equal opportunities, seeking a wide range of skills and experiences.

Essential Skills:
  • Ability to collaborate effectively within a team.
  • Prior experience in a project or team secretary, office manager, or senior administrative role.
  • Exceptional organizational and administrative skills.
  • Strong communication skills to liaise with staff at all levels.
  • Ability to handle confidential information with discretion.
  • Proficient in Microsoft Office applications.
  • Experience with ERP and travel booking systems.
  • Proactive approach to supporting departments and managers.
  • Adaptable with excellent communication abilities.
Desirable Skills:
  • Familiarity with Wood's operational practices and procedures.
  • Experience with the Oracle ERP system is a plus.
ABOUT WOOD

Wood is a global leader in consulting and engineering, dedicated to unlocking solutions to critical challenges in energy and materials markets. We provide consulting, project, and operational solutions in 60 countries, employing approximately 35,000 individuals.

DIVERSITY STATEMENT

We are an equal opportunity employer that values a diverse workforce. All qualified applicants will be considered for employment based on objective criteria, without regard to race, color, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with relevant laws.

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