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Personal Assistant to SVP Future Organisation

Personal Assistant to SVP Future Organisation

  • Location United Kingdom - South East - Sunbury
  • Travel required Yes - up to 10%
  • Job category Business Support Group
  • Relocation available No
  • Job type Professionals
  • Job code 139818BR
  • Experience level Entry
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Job summary

bp has an ambitious new strategy to become a net zero company by 2050 or sooner and help the world get to net zero. It is great time to join the Future Organisation team as we accelerate organisation effectiveness for a reinvented bp.

The Personal Assistant (PA) role is a key role within the SVP’s executive office, helping to organise and shape activities across the Future Organisation team. This role will provide high levels of support to the SVP and members of the Future Organisation Leadership Team (LT) in terms of self-led value adding activity and routine administration. This role is to enable senior leaders to focus on strategic activity by creating time and capacity for them and to efficiently manage and coordinate their delivery.

The ideal candidate will be highly dynamic, personable, confident and well-organised and they will always maintain the strictest confidence in the work environment.

Key Accountabilities:

As Personal Assistant, you will:
  • Actively manage the SVP’s diary ensuring meetings are prioritised, planned and arranged. Ensure that meetings run as smoothly as possible by managing attendance, collating/issuing pre-reads, etc., making sure all required logistics are in place (room bookings, Microsoft Teams calls etc.) and liaising with the technology team where necessary, to make sure the technology works ahead of meetings.
  • Arrange conference calls for global teams, respecting other time zones, faiths and customs globally.
  • Work closely with the Business Advisor to efficiently run the office, track critical and EVP request deadlines and initiate follow up actions in a timely manner, manage year ahead important date planning and pre-read submission dates, ensuring time is created in the diary for adhoc meetings with the LT and prep time to fulfil these deadlines.
  • Build and maintain excellent working relationships with bp staff worldwide at all levels and with external contacts.
  • Handle all administrative matters in the strictest confidence and maintain all relevant records and files. Prepare various documents, correspondence and presentation material to the highest standards in line with bp approved guidelines.
  • Coordinate global travel for the SVP via the bp Company Travel Provider, compiling itineraries and agendas, anticipating visa requirements and applications (where applicable) and liaising closely with other bp offices. Occasionally help support travel for SVP’s LT.
  • General office admin: log IT requests and faults, source and book meeting rooms and hot desks, order stationery, co-ordinate visitor arrangements and meet guests, update organisation charts and electronic distribution lists.
  • Coordinate travel and logistics for team events, such as Townhall Webcasts and off-site meetings and events, including sourcing venues, booking hotels, transport, catering, etc.
  • Take charge of onboarding new members of staff, use initiative to resolve office operating problems and regularly partner with other administrative assistants, providing holiday and sickness cover and sharing best practices.
  • Ensure budget administration (track SVP approval requests, coding of invoices, taking care of suppliers). Handle expenses claims in line with internal processes.

The role also requires flexibility on location and willing to be located in office(s) following SVP People & Culture schedule and meetings.


Does this sound like you?

Essential experience:
  • Strong track record in previous senior secretarial/PA roles
  • Comfortable managing a fast paced, changing diary as well as longer term more ‘fixed’ diary planning
  • A team player who is self-motivated, proactive and flexible to changing circumstances and unpredictable work requests
  • Ability to deal with people of all levels and liaise with senior people comfortably, both internally and externally
  • Strong attention to detail
  • Strong networking and influencing skills
  • Strong written and verbal communication
  • Proficiency in MS Office tools. Knowledge of broader systems such as SAP/Ariba, Concur (preferred)
  • Highly discrete, professional approach and when entrusted with confidential information, always handle it with utmost duty of care and tact
  • Excellent ‘one team’ behaviours
  • A safety conscious approach, including an understanding of cyber security
  • Cultural proficiency, self-awareness, and ability to work in varied cultural environments
  • Experience operating in an international matrix organisation is helpful


Why join our team?

We support our people to learn and grow in a diverse and challenging environment. We believe that our team is strengthened by diversity. We are committed to crafting an inclusive environment in which everyone is respected and treated fairly.

There are many aspects of our employees’ lives that are meaningful, so we offer benefits to enable your work to fit with your life.

Apply now!

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