Team Assistant at BP International

Key Accountabilities

• 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

• General Degree or equivalent experience

Experience

• Should have minimum of 4-6 years of experience
• 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 / escalating as appropriate
• Experience in Project Management