Administrative Assistant (3 month contract)

Job Title:

Administrative Assistant
Job Location:

Sunbury-on-Thames
Contract Length:

3 months (possibility of extension - 6 months maximum)
Industry:

Oil and Energy, Admin
Key Requirements:

Diary Management, Senior Leader Support, Team Support, Administrative skills
Working Hours:

7.5 per day/ 37.5 per week

Role Overview:
bp is looking for an experienced Personal Assistant to provide senior-level administrative support. You are expected to display strong diary management and administrative skills. The role will be 60/40 spilt of hybrid working (office and working remotely), with the office based in Sunbury. You should have a strong track record working in a similar environment and are used to dealing with senior stakeholders.

What you will do:
Calendar management: use your own initiative to prioritise meetings, ensuring that there are no scheduling conflicts and there are sufficient to keep clear breaks.
Event/Team offsites/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.
Inbox management: Ensure that urgent correspondence is flagged or responded to in the manager’s absence.
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 and SAP.
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.
Managing joiner/mover/leaver process through Accsys system manager
Assist with Comms/Yammer/Teams Live Events
Help coordinate recruitment process with People & Culture (P&C) teams, candidate interviews
Help with pulling together agendas/pre-reads for meetings

What you will have:
Extensive experience with complex 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/SAP)
Experience in prioritising and identifying urgent issues on the behalf of others with minimal supervision.
Willingness to support wider teams where necessary and guide them as to office policies/requirements.
Strong experience within Microsoft Office, Excel, Word and PowerPoint.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.