Job Title: Team Assistant
Job Location: London, Canary Wharf (Hybrid)
Contract Length: 1 year contract (maternity cover)
Industry: Administration, Trading and Shipping, Gas and Power trading
Working Hours: 8 hours per day/ 40 per week
Role Overview:
We are looking for a Team Assistant (TA) to support the GPTI (Gas & Power Trading International) leadership team in our Trading & Shipping (T&S) organization for a 12 month fixed term period.
GPTI is bp’s face to the gas and power markets across the UK, EU and AsiaPac regions, providing commercial support in the development of bp’s gas value chains, optimizing much of bp value chains.
As a key member of our administrative team, the Team Assistant (TA) will play a key role in supporting our GPTI Executives across a range of administrative responsibilities in a fast-paced, hybrid working environment.
What you will do:
* Calendar management: Proactively coordinate a complex calendar, including scheduling of meetings and travel and all logistical needs (e.g., booking of conference rooms and technology), helping to ensure that leadership team’s time aligns with key priorities and shareholder needs.
* Travel: Identify and book domestic and international travel, including flights, hotels, and cars, ensuring that travel arrangements align with bp travel policies; also requires supporting the team if travel needs arise while traveling.
* Expenses: Prepare expense reports using Concur and process invoices via Ariba.
* Event/Team off sites/Leadership meetings: Organize global meetings, ensuring that the logistical arrangements are in place including invitations, venue bookings, catering, video/teleconference facilities, materials, etc.
* Technology/Systems Management: Ensure the LT gets timely technology support, as needed. Also handle joiner/mover/leaver process through Accsys system manager.
* General Administration: Act as first point of contact, often in the absence of supervision. Maintain electronic and paper filing systems, relevant SharePoint, distribution lists, absence records and working from home days. Add entries to gift & entertainment register.
* Preparation of documents and correspondence: As needed, collate agendas and pre-reads for meetings; and format Power Point presentations and documents to provide a clear, professional and branded feel. Provide written and verbal correspondence to internal and external contacts in a courteous, helpful, and timely manner.
* Recruiting: Help coordinate recruitment processes with People & Culture (P&C) teams, including preparation of interview schedules and logistics.
* Onboarding: Provide support to new joiners on the team, helping to order technology and making sure that employees are ready to go on Day One.
* T&S Support: Providing support to other team assistants, as needed, for holidays/illness.
What you will have:
* Advanced communication skills, and ability to communicate with a range of internal and external contacts in a prompt and courteous manner
* High attention to detail and quality of work
* Demonstrate adaptability in a dynamic work environment, and the ability to work independently and take initiative
* Proactive problem solving, including the ability to anticipate needs and challenges and find solutions
* Strong team player who collaborates effectively with colleagues, demonstrates the willingness to support wider team where necessary and guide them on office policies/requirements.
* Good time management, including ability to juggle multiple tasks and re-prioritize based on urgent needs
* Excellent judgment and ability to discretely handle confidential/sensitive information
* Familiarity with Microsoft Teams (for video calls and document management); Concur and Ariba for travel booking and invoicing/expense processes
* Strong experience within Microsoft Office, Excel, Word and PowerPoint
* Willingness to be available for support after standard working hours, if needed (e.g., during travel)
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.