Executive Assistant IV - Get Hired Fast

• Actively manage diaries of T3/T4 leader, ensuring all meetings are prioritized, planned and arranged, including identifying dates for meetings, internal and external.
• Ensure all meetings run smoothly by managing attendance, collating, preparing and issuing pre-reads so that team members are equipped with information prior to their meetings and issue meeting minutes when required.
• Manage and prioritize the calendars of T3/T4 leaders in a strictly confidential manner and ensure all correspondence is courteous, helpful and timely, and feedback to them accordingly. Filter calls.
• Manage email responses and/or notices where required.
• Liaise with internal and external contacts in the course of handling business arrangements. Liaise with other teams/Team Assistants where necessary to ensure alignment.
• Be responsible for complex global travel arrangements, compile itineraries, anticipate visa requirements and applications where applicable, liaise closely with other BP offices, and where possible, have a "Plan B” available.
• Collate expense receipts (Pcard and T&E), prepare monthly submissions, reconcile and submit on time.
• Where applicable, support office and facility management.
• Manage work in a strictly confidential manner.
• Manage on-boarding activities to support new team members (ordering office equipment, ordering mobile phone, supporting corporate credit card application, updating GAL etc.) and off-boarding for leavers (e.g. updating GAL distribution lists, systems access etc.)

• Build and maintain excellent working relationships with peers and BP staff globally, including external contacts.
• Take accountability for all tasks of other Team Assistants/ as needed and when they are absent from the office
• Code invoices and forward the same to approvers and manage third party invoices.
• Act as a point of contact on a day-to-day basis, often in the absence of supervision. Confident in prioritizing activities and to action/refer as appropriate. Responsible for electronic and paper filing systems, prepare e-expenses and management of invoices. Log various IT requests and faults, source and book meeting rooms for team when necessary, order stationery, meet and greet guests.

• High School diploma or equivalent

• Proven track record as Executive Assistant /Personal Assistant
• 8 years of experience minimum

• Diary, Inbox, Travel management
• 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, work globally across cultures
• Good communicator, writing skills, English skills
• IT literate, Internet/Intranet skills, office safety and technology

** YOU ARE APPLYING FOR A POSITION WITH ICON, A COMPANY THAT IS NOT AFFILIATED WITH BP BUT SUPPLIES BP WITH THIRD-PARTY CONTINGENT LABOR. **