Our client, a Major Oil and Gas Operator is seeking candidates for a Business Support position. They are looking for someone with a solid background in supporting departments and EA/PA role exposure (this is a junior position). It is a PAYE contract role in London initially until 31 December 2024 with the possibility of extension. Hybrid working arrangement available.
Purpose of Role:
The role is to ensure effective and efficient administrative support is provided to all functions/departments
Critical Responsibilities:
Ensuring that all activities are carried out in a safe manner complying with all regulatory requirements, legislation and client HSES Procedures
Areas of Accountability, Responsibility and Competence:
Provide efficient administrative Business Support to specific function / departments as required.
Calendar management to senior leaders as required.
Efficiently organise and coordinate meetings, which involves sending invitations, preparing agendas, distributing pre-read materials in advance, booking meeting rooms, conducting technology checks for Teams meetings, and diligently taking minutes while tracking action items.
Support teams with highly visible external meetings where credibility is key, including investor meetings, banking meetings.
Create and co-ordinate any required documentation, reports, and presentations to a high standard, ensuring accuracy of content and adherence to the client brand standard prior to issue.
Coordinating travel arrangements, accommodation, and offsite meetings/events in alignment with the Business Travel and Expense Procedure, including managing international travel logistics, visa procurement, and maintaining security awareness within the team.
Support function/departments with time-writing, expenses in SAP Concur and any other ad hoc administrative requests.
Support with finance activities including raising purchase requisitions in SAP S4 Hana, onboarding new vendors into Ariba and, liaising with accounts payable and suppliers to ensure timely payment.
Act as friendly welcoming face and central point of contact to ensure that all new arrivals and departing staff are properly on boarded/off-boarded. Work closely with other functions to ensure that all appropriate equipment, desk management are in place to support your functions and accurately recorded all internal moves.
Proactive and collaborative support to the wider administrative team when required, working closely together to ensure that all teams receive an approachable, professional, high quality, seamless Business Support service.
Any other reasonable duty as per instruction by your manager.
Critical Skills, Qualifications, Experience, etc.:
Demonstrate previous experience in similar role within UK.
Proficient in working with Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, Outlook and Teams
Strong standards of professionalism and customer service.
Must have the highest level of ethics, good judgment and common sense and awareness of confidentiality.
Must thrive in challenging situations but can maintain a positive, pro-active attitude
Confident in engagement with senior management.
Solid communication and relationship building skills with ability to form strong and trusting working relationships with a wide range of stakeholders.