Global oil company seek
a highly proficient and pro active PA to support a demanding VP an
Regional VP. The role is based primarily at Sunbury but will
involve occasional travel to the company's London Head Office. Needs
to have exceptional organisational skills and travel booking
experience in order to support two VP's who deal with an 80% Travel
agenda globally. We would like to interview during the week of 28th
May as this position is urgent.
-
Act as single point
of contact for the VP regarding travel requirements which can be
complex and subject to change
-
Visa requirements,
hotel accommodation and any other travel needs.
-
Diary management to
arrange team meetings, Customer engagements, Staff reviews and
presentations
-
Provides
confidential and superior quality secretarial and administrative
support for the VP/ EA
-
Submit monthly
expense reports on time and with accuracy.
-
Liaise with internal
and external contacts in the course of handling the VP’s
business arrangements. Support the organisation and management
of Sunbury Leadership Team meetings, conference’s and events,
ensure the event logistics are arranged on time and to budget.
-
Support Leadership
team travel to attend VP meetings
-
Work with On-site
Facilities on HSSE compatibility for meetings and events.
-
Provide a
comprehensive administrative support service for the VP and EA
-
Manage Invoices and
Payments via the internal systems
-
Work closely with
other PA’s in Sunbury and London Head Office and throughout
Refining & Marketing
-
Supports programme
management communications – update and post changes
-
Sends/ receives and
collates Sustainable Performance Improvement (SPI) feedback
forms required for NPS scores
-
Attend occasional
meetings for accurate minute taking and distribute in a timely
manner
-
Collecting , Sorting
and delivery of mail for VP and Leadership team
-
Organisation of
courier collections, stationary, office supplies, use of online
tools for leadership team
Team Administration
-
Maintenance of
department GAL distribution lists and contacts
-
Ensure consistency
of approach for joiners and leavers within SPI, including
procurement (or recall) of appropriate equipment, additions
(deletions) to distributions lists, inductions etc.
-
Manages invoices and
pays bills for the team.
-
Attend occasional
meetings for accurate minute taking and distribute in a timely
manner
-
Collecting , Sorting
and delivery of mail for SPI
-
Organisation of
courier collections, stationary, office supplies, use of online
tools for SPI
Assessment Support
-
Advise on suitable
flight routes for duration of an assessment, assist with initial
set up of travel arrangements.
-
Negotiate hotel
block reservations and book accordingly in support of the
assessment team.
-
Advise of suitable
transportation to/from airport/locations, assist with group
booking as required
-
General support at
start up of project including travel, accommodation, new hires,
contractor set up
-
Book Sunbury meeting
rooms for assessment team meetings or Video Conference calls
-
Assist with
Intercall conference calls as necessary
-
Manage share-point
users and folders
-
Manage contractor NT
login and security access to internal systems
-
We consider every CV
that is submitted to us, however please note that time
constraints mean we are only able to get back to those
applications that are successful. We may retain your details to
match against future job opportunities.
-
NB. It is a very
competitive job market so before submitting your CV it is worth
a final check to make sure it is well laid out, up to date and
accurately reflects your qualifications, experience, skills and
abilities in relation to the position you are applying for.
Where you want to highlight your particular suitability it is
worth using a covering letter with your CV.
|