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Administrative Assistant - Team Lead

Administrative Assistant - Team Lead

  • Location United States - Ohio - Toledo
  • Travel required No
  • Job category Business Support Group
  • Relocation available No
  • Job type Professionals
  • Job code 134868BR
  • Experience level Entry
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Job summary

About bp
We are a global energy business involved in every aspect of the energy system. We are one of the very few companies equipped to tackle some of the sophisticated challenges that matter for the future. We have a real contribution to make to the world's ambition of a low carbon future.
We run safe and reliable operations across all our businesses, supported by leading brands and technologies, to deliver high-quality products and services that meet our customers’ needs.
Well-adapted execution of our strategy is helping improve our underlying performance, assemble opportunities for further growth, generate attractive returns and build a more resilient business that is better able to withstand a range of market conditions; and build opportunities for future growth. Join us and be part of what we can accomplish together!

Role Synopsis – Executive Administrative Assistant
The Executive Administrative Assistant will provide administrative support to the Refinery Manager, co-ordination of Refinery Senior Leadership Team activities, and provide leadership of the refinery administrative staff. The postholder must be detail-oriented, proactive, deal with confidential and sensitive information, able to communicate with and influence people at all levels in the organization, and possess the ability to flexibly work on a variety of tasks at one time (scheduling, interaction with people, meet deadlines, handling requests from other staff), and deal professionally with executive visitors and outside agencies. This job description is intended to provide an overview of the position and does not include all the tasks that might be required to provide support for your area job requirements

Role Synopsis – Administrative Assistant (Team Lead)
The Executive Administrative Assistant will provide administrative support to the Refinery Manager, co-ordination of Refinery Senior Leadership Team activities, and provide leadership of the refinery administrative staff. The postholder must be detail-oriented, proactive, deal with confidential and sensitive information, able to communicate with and influence people at all levels in the organization, and possess the ability to flexibly work on a variety of tasks at one time (scheduling, interaction with people, meet deadlines, handling requests from other staff), and deal professionally with executive visitors and outside agencies. This job description is intended to provide an overview of the position and does not include all the tasks that might be required to provide support for your area job requirements.

Key Accountabilities and Responsibilities

  • Act as single point of contact to the Refinery Manager, maintaining a high degree of confidentiality.
  • Handle Refinery Manager and Operations Manager’s calendar, as well as the Senior Leadership Team meetings calendar.
  • Act as single point of contact and support to the Refinery Senior Leadership Team.
  • Management, organization, and maintenance of the Refinery Senior Leadership Team’s Teams site.
  • Manage the Refinery Administrative Support Staff team. Performance manage, facilitate weekly/monthly meetings, and mentor two direct reports.
  • Work with Line Managers to onboard and exit employees.
  • Gather and present KPIs for the site, including the HSE&C Weekly Report.
  • Support Extended Leadership Team meetings and JV Governance Committee Meetings.
  • Represent the Refinery Manager by coordinating visits by executives within BP and external companies and agencies.
  • Screen incoming calls and correspondence on behalf of the Refinery Manager. Use independent judgment in taking appropriate action on internal and external contacts.
  • Manage Refinery General Cost Center and look for opportunities to reduce costs.
  • Work with Facilities to ensure buildings are maintained.
  • Make travel arrangements (International/Domestic) for Refinery Manager and Leadership Team.
  • Verify and process expense accounts for Refinery Manager, Operations Manager and Support Staff.
  • Perform non-routine administrative support to teams and/or work groups visiting site as requested.
  • Arrange corporate events/meetings (on-site and off-site).
  • Support HR projects including updating site policies, drug screen reports, organizational charts, floor plans, seating charts and other projects as needed.
  • Back-up Payroll & Scheduling Coordinator including hourly and salaried payroll and hourly schedules.
  • Process maintenance department’s Overtime Equalization sheets daily.
Essential Education
High school diploma required.

Essential Experience and Job Requirements
  • 8 years of proven experience
  • Must be able to act independently and possess a high degree of initiative, judgement, tact, and discretion in handling confidential and sensitive matters.
  • Excellent communication skills and a high degree of administrative and analytical ability required, along with the ability to deal professionally with all levels, internally and externally.
  • Great team player, self-starter, independent worker, time management, priority setting, planning, organizing, analytical and social skills.
  • Must be a critical thinker and be able to problem solve.
  • Must be able to lead and performance manager a team to deliver objectives.
  • Technical skills relative to strong digital literacy in Microsoft Office products.

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