Entity:

Production & Operations

Job Family Group:

Business Support Group

Job Description:

KEY ACCOUNTABILITIES :

Actively manage diaries, ensuring all meetings are prioritised, 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 the relevant Leaders in a strictly confidential manner and ensure all correspondence is courteous, helpful and timely, and feedback to them accordingly. Filter meeting/call requests.Support with administrative matters, often out of normal hours and during VP travel periods.Manage email responses and/or notices where required.Liaise with internal and external contacts while handling business arrangements. Liaise with other teams/TAs 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, prepare monthly submissions, reconcile and submit on time.Prepare G&E and GH submissions as required.Manage all your 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.​)

General Admin duties:

Build and maintain excellent working relationships with peers and BP staff globally, including external contacts.Code invoices using and forward the same to approvers and manage third party invoices.General office admin: Act as a point of contact on a day-to-day basis, often in the absence of supervision. Confident in prioritising activities and to action/refer as appropriate. Responsible for electronic and paper filing systems, prepare e-expenses and management of invoice. Log various IT requests and faults, source and book meeting rooms for team, when necessary, order stationary, meet and greet guests.

CANDIDATES' REQUIREMENTS :

Education & experience

Bachelor’s degree in any field.5+ years of experience administrative in a complex work environment.Proficiency in Microsoft Office and multiple business IT systems.Strong organizational, communication, and multitasking skills.Ability to work independently and handle confidential information.

Skills & Competencies

Diary, Inbox, Complex Travel managementSelf-motivated, proactive, takes ownershipExcellent organisation skills - planning and organised, efficient, project management, systematic management, pursue standardisation and clarification, consistent ways of workingStrong interpersonal skills, ability to build strong internal and external relationships, customer service, team player, work globally across culturesGood communicator, writing skills, English skillsIT literate, Internet/Intranet skills, office safety and technology

Travel Requirement

Up to 10% travel should be 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:

Adaptability, Authenticity, Communication, Continued Learning, Courage, Creativity and Innovation, Curiosity, Decision Making, Digital fluency, Ethical judgement, Excellence, Group Problem Solving, Influencing, Knowledge Sharing, Listening, Managing volatility, Resilience, Self-Awareness, Stakeholder Engagement, Stakeholder Management, Understanding Emotions, Writing skills

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.