Team assistant

Entity:

People, Culture & Communications

Job Family Group:

HR Group

Job Description:

Role purpose:

Operations & Advisory (O&A) is an internal global shared services and technology solutions organisation within People, culture and communications. It is responsible for innovating & delivering HR services and solutions for bp globally, from a number of Global Capability Hubs and local delivery teams. O&A is the first point of contact for HR related matters; the team are policy, process and digital experts, dedicated to delivering the best customer experience.

About the opportunity:

Team assistant will provide support to the following leadership team members of SVP PC&C people operations and advisory in terms of self-led value adding activity, administration and calendar and expense management.

Leadership team members (LT):

VP Budapest operations, Offer and Onboarding and Reward & IM Operations
VP PC&C Experience and Excellence

The role is required to support the day-to-day functioning and includes co-ordination with other functions/ departments across PC&C people operations and advisory. The role would demand a high degree of confidentiality, strong multi-tasking skills and the ability to work effectively with people across various functions.

To provide support to the country or functional team, in terms of administration and support for the leadership team and the wider team.

Key Accountabilities:

Meticulously leading the calendar and email inbox of the LTs while acting as a delegate to intelligently lead daily commitments, improving leadership efficiency.
To be closely involved with issues relating to the team agenda, objectives and accountabilities to ensure that matters are taken care of in an efficient and effective manner involving networking and engaging with other team members. Including ensuring that manager is equipped with all vital information regarding the meeting and conferences.
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 direction.
Lead 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 improving meetings through preparation of attendees.
Ensure confidentiality of all work.
Handling all required meeting and senior visit related logistics (i.e. venue booking, issuing agendas, invite attendees and supervise responses, ensure effective use of technology at the time of the meeting/event).
Work with C&EA to coordinate, organise and administer communications / arrangements for internal/ external group meetings, events and conferences.
Coordinate and host visitors at site.
Support P&C with 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.) as the need arises.
Co-ordinate and schedule travel arrangements for LTs and support the leadership table as the need arises.
Provide secretarial and expense support to LTs.
Filing and maintenance of records and ensuring proper documentation with the highest level of confidentiality.
Implement seamlessly any other activities related to team as and when required.

Job Holder Requirements (Minimum education, experience & capabilities)

Education: Graduate degree in any field.
Experience: Around 4-5 years of proven experience in senior secretarial support roles
Skills & Proficiencies:
Experience in intelligent diary management.
Experience of operating in an international business
Experience of handling global partners
Experience using procurement system.
Ability and comfort to work with ambiguity and in a high pressured environment
Experience in handling multiple complex travel arrangements.
Experience of fielding issues and delegating / raising as appropriate
Excellent interpersonal and influencing skills.
Excellent communication skills, both verbal and written
Excellent team working skills crucial and a “can do” positive demeanour.
Outstanding knowledge of the Microsoft Office Suite and other financial applications (i.e. Concur, JDE etc)

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

Travel Requirement

No travel is expected with this role

Relocation Assistance:

This role is not eligible for relocation

Remote Type:

This position is a hybrid of office/remote working

Skills:

Agility core practices, Agility core practices, Analytical Thinking, Coaching, Communication, Creativity and Innovation, Culture and behaviour change, Curiosity, Customer centric thinking, Data Analysis, Data cleansing and transformation, Decision Making, Digital Fluency, Employee and labour relations, Employee Engagement, Employee Experience, Facilitation, Global Perspective, Influencing, Job Design, Leadership Assessment, Leading transformation, Managing change, Managing workforce concerns, Microsoft Excel {+ 12 more}

Legal Disclaimer:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, socioeconomic status, neurodiversity/neurocognitive functioning, veteran status or disability status. Individuals with an accessibility need may request an adjustment/accommodation related to bp’s recruiting process (e.g., accessing the job application, completing required assessments, participating in telephone screenings or interviews, etc.). If you would like to request an adjustment/accommodation related to the recruitment process, please contact us.
If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy. This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.