ADMINISTRATIVE ASSISTANT
Our client, a Major Oil and Gas Operator, is seeking an experienced Administrative Assistant. This is a PAYE contract role initially until 31 March 2026. Good knowledge of Microsoft Office, SAP, and Livelink preferred.
Job Summary:
The incumbent will co-ordinate all aspects of internal and joint venture asset meetings (including asset stewardship meetings, monthly business calls with the JV, Operating Committee meetings, Technical Committee meetings, etc.). The key responsibilities include compiling presentation packs and routine reports, minute taking, issuing/tracking actions, and co-ordinating arrangements for asset insurance risk reviews.
The role also includes ad hoc administrative tasks as required, including onboarding and offboarding of personnel, maintaining the asset and team email distribution lists, ensuring delegates (DOAs) are in place for absence cover, arranging desk moves, purchasing ad hoc goods, processing corresponding expense reports, maintaining the electronic filing system (Livelink), and providing cover for members of the Admin team during absence as required.
Livelink Document Management System: Fully utilise the functionality of Livelink, including workflow and document filing. Provide support and guidance to the department on the use of Livelink and actively support the team to encourage strategic use of the system - Livelink Super User.
Intranet Administrator: Maintain and publish material relating to the team and enhance the quality of the site to increase visitors.
Ensure new starts are welcomed and provided with the correct set-up, information, and training to perform efficiently within the department.
Arranges JV meetings, general meetings, team-building events, and conferences both internally and externally.
Attends JV meetings and team meetings, records actions, and tracks progress within agreed deadlines.
Prepare and submit weekly Management reports within the required timeline.
Assist the team with arranging training, PPE, and business travel as and when required.
Maintain departmental registers, holiday charts, and contact lists.
Collate information and create presentations and/or reports.
Review departmental administrative processes to ensure alignment with UK procedures.
Actively participate in the monthly UK Administration team meetings to ensure consistency in processes across teams.
Other duties as required.
Collaborates with stakeholders and looks for opportunities to leverage their network and work with others to develop safe, practical, and effective solutions.
Qualifications/Training:
Administration/Business skills qualification advantageous.
Technical qualification/training advantageous.
Knowledge/Skills/Experience:
1. Previous experience in a similar role.
2. Good IT/office technology skills with a detailed knowledge of Microsoft Office (SAP, technical software/applications preferred).
3. Excellent keyboard skills.
4. Ability to initiate and implement improvements to administration procedures and systems.
5. Good attention to detail.
6. Ability to work on own initiative, prioritise workload, and manage multiple tasks.
7. Ability to work to deadlines and perform effectively under pressure.
8. Effective team working.
9. Effective communication skills.
#J-18808-Ljbffr