Team Assistant

Entity:

Supply, Trading & Shipping

Job Family Group:

Business Support Group

Job Description:

Please note: This role requires a minimum of 4 days per week onsite at our 25 North Colonnade office in Canary Wharf. This is a fixed requirement of the position and is not open to negotiation &/ flexibility. Applicants should ensure they can reliably commute to the 25 North Colonnade office in Canary Wharf at least 4 days per week before applying.

We are looking for a Team Assistant (TA) to support the GPTI (Gas & Power Trading International) leadership team in our Supply, Trading & Shipping (ST&S) organization.

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. This role is based at the bp Canary Wharf, London offices.

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

• 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.
• ST&S Support: Providing support to other team assistants, as needed, for holidays/illness.

Essential experience and skills for the role include:

• 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)

Why join us?

At bp, we support our people to grow in a diverse and exciting environment. We believe that our team i…