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Administrative Assistant to VP Biofuels Next Generation

Administrative Assistant to VP Biofuels Next Generation

  • Location United Kingdom - South East - London
  • Travel required Yes - up to 10%
  • Job category Business Support Group
  • Relocation available No
  • Job type Professionals
  • Job code 140961BR
  • Experience level Entry
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Job summary

Responsible for providing general support potentially, for multiple teams with a variety of administrative activities in order to support an effective, efficient and compliant business. The K level for this position is based on complexity of accountabilities including breadth and/or depth of knowledge and skills required.

We are looking for an experienced Personal Assistant to provide senior level support for SVP Biofuels Growth & VP Biofuels Next Generation within Customer & Products (C&P). Candidates are encouraged to display strong diary management and administrative skills. The role will be 60/40 spilt of hybrid working (office and working remotely). Candidates should have a strong track record working in similar environment and are used to dealing with senior stakeholders.

KEY ACCOUNTABILITIES

  • Calendar management: use own initiative to prioritize meeting, ensuring that there are no scheduling conflicts and that meetings are arranged considering logistical factors.
  • Event/Team off sites/Leadership meetings: Organize complex global meetings, ensuring that the practical arrangements are in place including video/teleconference facilities where required, and that the necessary preparatory materials are received by all parties on time plus attendance of meetings.
  • UK and International travel arrangements: Ensure that travel arrangements are sensible, practical, cost effective and in-line with bp travel policies using Egencia.
  • Preparation of documents and correspondence: PowerPoint presentations and format documents to provide a clear, professional and branded feel. Provide written and verbal correspondence to internal and external contacts in a courteous, helpful and timely manner.
  • Preparation of e-expenses using Concur and the management of invoices via Ariba.
  • General administration: Act as first point of contact often in the absence of supervision. Maintain electronic and paper filing systems, relevant SharePoint, distribution lists, absence records and working from home days. Add entries to gift & entertainment register.
  • Handling joiner/mover/leaver process through Accsys system manager.
  • On boarding for new starters, arranging systems access and induction.
  • Assist with Comms/Yammer/Teams Live Events.
  • Help coordinate recruitment process with People & Culture (P&C) teams, candidate interviews.
  • Coordinating cover for Team Assistants (TA’s) e.g., holiday/sickness.
  • Help with pulling together agendas/pre-reads for meetings.

ESSENTIAL EDUCATION

  • Minimum B grade (now Grade 5) in GCSE Math and English or equivalent

ESSENTIAL EXPERIENCE AND JOB REQUIREMENTS

  • Extensive experience of sophisticated calendar and meeting/global event management including booking travel within the UK and international, in an often-fast paced environment.
  • Ability to produce professional presentations and documents which are compliant with brand.
  • Ability to communicate with a range of internal and external contacts in a professional and timely manner.
  • Keen attention to detail.
  • Familiarity with invoicing/expense processes (Concur/Ariba).
  • Experience in prioritizing and identifying urgent issues on behalf of others with minimal supervision.
  • Willingness to support wider teams where necessary and guide them on office policies/requirements.
  • Strong experience within Microsoft Office, Excel, Word and PowerPoint.

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