Team Assistant at bp

The Team Assistant provides executive support to the General Manager M&C while also enabling effective coordination across the M&C leadership team.

The role ensures:

• Strong operational rhythm
• Effective communication across the organization
• Seamless coordination of key initiatives, meetings, and leadership priorities.
• The role requires a high level of organisation, discretion, initiative, and collaboration with multiple stakeholders across the Retail business

Key Accountability:

• Meticulously managing the calendar and email inbox while acting as a delegate to intelligently manage daily commitments, maximising leadership efficiency.
• To be closely involved with issues relating to the team agenda, objectives, and accountabilities to ensure that matters are dealt with in an efficient and effective manner involving networking and engaging with other team members.
• Preparation of reports and presentations, invoice processing, processing of internal expenses, the creation and maintenance of registers and financial spreadsheets and other administrative tasks.
• Produce work to a high standard with minimal rework due to error and work efficiently with minimal supervision.
• Manage outbound correspondence from a variety of inputs (e-mail, draft letters).  Prepare accurate outgoing correspondence in a timely manner, which reflects the highest professional standards.
• Assist in developing presentations and reports, producing correspondence, meeting agendas and meeting minutes and maximising meetings through preparation of attendees.​
• Ensure confidentiality of all work.
• Managing all required meeting related logistics (i.e., venue booking, issuing agendas, invite attendees and monitor responses, ensure effective use of technology at the time of the meeting/event).
• Support and co-ordinate key project/team activities for leaders and the team as required.​ Organise special events, such as away days, customer events, performance reviews, celebrations etc.
• Coordinate, organise and administer communications / arrangements for internal/external group meetings, events, and conferences.​
• Coordinate and host visitors at site.​
• 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.​).

Education

• Graduate degree in any field.

Experience

• Should have prior experience at a comparable level of responsibility
• Experience of operating in an international business​ and managing global stakeholders​
• Experience using procurement system​.
• Experience in managing multiple complex travel arrangements​.
• Experience in intelligent diary management​
• Experience of fielding issues and delegating / raising as appropriate
• Experience in Project Management

Skills & Competencies

• Ability and comfort to work with ambiguity and in a high pressured environment​.
• Excellent interpersonal and influencing skills. ​
• Excellent communication skills, both verbal and written, and strong analytical skills drive and initiative.​
• Excellent team working skills essential and a “can do” positive attitude.​
• Superior knowledge of the Microsoft Office Suite and other financial applications (i.e., Concur, JDE etc).