Administrative Assistant

Entity: Customers & Products

Job Family Group:

Business Support Group

Job Description:

We are looking for an Assistant to support in a dual role supporting as a Personal Assistant to VP Novel Feeds and Team Assistant to Biofuels Growth Leadership Team (50:50 split). As a key member of our team, the Administrative Assistant will play a key role in supporting across a range of administrative responsibilities in a fast-paced, hybrid working environment (three days in office, and two days at home each week, on average). This role is open to based in London or Singapore.

You will be empowered to lead in a scope of areas:

PA to VP Novel feeds (50% capacity):

• Diary management: Actively manage the diary ensuring meetings are prioritized, planned, setup by sending requests including actioning in the absence of the recipient. Ensure that meetings run as smoothly by managing attendance, issuing pre-reads, ensuring logistics are in place (rooms, Microsoft Teams calls etc.)
• Travel management: Ensure that travel arrangements are made, and they are sensible, practical, and cost effective and in-line with bp travel policies and anticipating visa requirements and any other requirements
• Expense management: Managing the timely submission of business expenses and submission of receipts
• New hire onboarding: Support new team members (ordering office equipment, ordering mobile phone, supporting corporate credit card application, updating GAL etc.)
• General: Handle all administrative matters in the strictest confidence. Maintain electronic and paper filing systems, relevant SharePoint, distribution lists, co-ordinate visitor arrangements and meet guests

TA to Biofuels Growth Leadership Team (50% capacity):

• Individual calendar management is not expected.
• Event/Team off sites/Leadership meetings: Organize global meetings, ensuring that the practical arrangements are in place including video/teleconference facilities where required, and that the necessary preparatory materials are received by all parties on time plus attendance of meetings
• Travel: support travel to common team meetings and offsite sessions, including any support requests for specific travel requirements and visa applications
• Documentation: Help with pulling together travel packs, team agenda including printing and binding
• Expenses: support preparation of e-expenses using Concur and the management of invoices via Ariba and SAP
• General: Support SVP Biofuels PA for any tasks that are common to the wider team’s agenda, as the need arises

For both responsibilities the expectation will be:

• Relationship Management: Build and maintain good relationships with several key internal and external contacts.
• Correspondence: Written and verbal correspondence that is courteous, helpful, and timely
• Administration: Prioritisation of activities to action/refer as appropriate
• Assist with communications (job announcements, team comms etc.)

Essential experience and skills:

• Fluent knowledge of verbal and written English
• Full range of top-class PA skills, including organization, prioritizing, forward planning, and administration
• A positive, and enthusiastic outlook with the ability to develop relationships at all levels (including Executive)
• Proficient in MS-Office software packages (Excel, PowerPoint, and Word)
• User knowledge of the following applications: Outlook (including Shared Folders), Teams, OneNote
• Align with bp’s Code of Conduct and model bp’s who we are beliefs
• Strong background in previous PA roles and able to demonstrate the full range of PA/secretarial skills
• Ability to anticipate where support needs to be added, depended on schedules and demands
• Ability to judge and maintain confidentiality and exercise discretion on sensitive issues
• Highly adaptable, with strong interpersonal skills and able to deal with ambiguity and changing priorities

Desirable experience:

• Track record in working without supervision and under pressure, thoughtfully assessing and anticipating requirements.
• Track record in prioritisation of activities and seeing opportunities for efficiency.

Why join bpAt bp, we support our people to learn and grow in a diverse and challenging environment. We believe that our team is strengthened by diversity. We are committed to fostering an inclusive environment in which everyone is respected and treated fairly. There are many aspects of our employees’ lives that are meaningful, so we offer benefits to enable your work to fit with your life.

Travel Requirement

Negligible 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, Collaboration, Communication, Continuous 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 disabilities may request a reasonable 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 accommodation related to the recruitment process, please contact us to request accommodations.

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.