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Team Assistant - Low Carbon Trading and Integrated Gas & Power

Team Assistant - Low Carbon Trading and Integrated Gas & Power

  • Location Singapore - Flexible
  • Travel required Negligible travel
  • Job category Business Support Group
  • Relocation available No
  • Job type Professionals
  • Job code 144083BR
  • Experience level Entry
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Job summary

Our purpose is reimagining energy for people and our planet. We want to help the world reach net zero and improve people’s lives. We will aim to dramatically reduce carbon in our operations and in our production, and grow new low carbon businesses, products and services.
This newly created Team Assistant role will support both the Low Carbon Trading (LCT) as well as the Integrated Gas & Power (IGP) benches; based in Singapore.

Key Accountabilities:

  • Facilitate meetings where there are complex requirements, such as room availability issues or other tech requirements
  • Support the team with administrative and required matters (LCT, IGP teams)
  • Manage team movements tracker (including tax PE tracker as travel ramps up)
  • Liaise with internal and external contacts in the course of handling business arrangements. Liaise with other teams/PAs where necessary to ensure alignment on meeting schedules
  • Support new joiners onboarding for new team members, IT set up, accyss, equipment, stakeholder meetings, corporate card etc.
  • Be responsible for complex global travel arrangements such as team travel, visa arrangements or where liaison with corporate travel arranger adds value (eg reduce cost of flights). Encourage individuals to book travel directly, but assist with subsequent rescheduling, cancellations, refunds etc.
  • Collate expense receipts for book lead’s expenses, prepare monthly submissions, reconcile and submit on time
  • Support with expenses for general team events
  • SAP items including prepare requests for payment. Code invoices and forward the same to approvers and manage third party invoices.
  • Manage team filing of contracts and maintaining of security provisions. [maintain PPSR registry with legal oversight]
  • Facilitate occasional large events and liaise with corporate event planners and hotels etc.
  • Build and maintain excellent relationships with bp peers and other staff, notably in Shanghai and potentially in other markets going forward
  • Periodically take accountability for tasks of other Team Assistants/PAs as and when they are absent from the office
  • Work with the broader administrative group and support with Bp office-wide event logistics (APPEC, Senior leader visits)
  • General office admin: Act as a point of contact on a day-to-day basis, often in the absence of supervision.
  • Be responsible for electronic (OSAT) and paper filing systems, and the filing of legal documents (BPEA LCT agreements). Management of invoices. Log various IT requests and faults. Meet and greet guests.
  • Prioritise team requests, seeking line management guidance if appropriate.

Essential Education, Experience and Job Requirements:
  • Diploma in Secretarial & Business Administration or equivalent
  • Proven track record as a team administrator/PA Diary, Inbox, Travel management experience
  • Self-motivated, proactive, takes ownership
  • Excellent organization skills - planning and organized, efficient, project management, systematic management, pursue standardization and clarification, consistent ways of working
  • Strong interpersonal skills, ability to build strong internal and external relationships, customer service, team player, able to work globally across cultures
  • Good verbal and written communication skills
  • IT literate, Internet/Intranet skills, awareness of office safety and technology

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