Management Assistant of VP

This is a part-time role (3 days total per week (22.5 hours)). At least one day a week in the office, preferably Tuesday. It can be discussed as to how we split the 3 days, e.g. days of the week worked, also possible to split days, e.g. mornings, afternoons. To provide executive support to the VP Downstream and Renewables Operational Excellence (DROE) and the GM Process Data Integration across all business activities and support with day-to-day activities, leadership team coordination and longer-term business planning activities and engagements. What's the role?

• Provide effective, efficient, and pro-active administrative support.
• Manage and maintain complex diary coordination through planning, coordinating, and arranging internal and external meetings, taking into account purpose, importance, impact and complex boundaries and interfaces. Updating meeting schedules and resolving conflicts well in advance.
• Arranging timely, detailed, and accurate logistics for forthcoming travels, including proactive and timely arrangements in a cost and business efficient manner. Preparation of travel itineraries, independently arranging flights, visas, accommodation, and non-domestic car transport.
• Develop and maintain a sound understanding of business activities and objectives to be able to provide required information.
• Advance planning of next year's meeting and engagement dates for Leadership Team and for the meetings involving the leaders reporting to the General Manager. Also planning of regular weekly/monthly meetings, regular team catch ups, appraisals, etc.
• Co-ordinate the quarterly webcasts for Downstream and Renewables Operational Excellence community
• Manage the 3rd party relationship with the agency producing and shipping the VP Awards and co-ordinate providing them the shipping details.
• Function Site Owner for the community owned Sharepoint pages.
• For the GM, manage and submit expenses claims in Concur.
• Manage and maintain email distribution lists.
• Organize social events as required.
• Maintain a productive network of admin colleagues to support the needs of the business, including prioritizing urgent time in calendars.
• Manage the Permissions of folders where team documentation is held.
• Ongoing monitoring SharePoint site design and recommending best practice updates according to changing needs of Team's storage and collaboration acting accordingly.
  
  Substantial experience as an Executive/Personal/Management Assistant.
• Fluency in English language and grammar.
• Able to multi-task and manage high workload to tight timelines.
• Restricted/sensitive information to be treated with a high degree of confidentiality.
• Professional, flexible, and pro-active attitude.
• A high level of interpersonal skills and team working, able to communicate effectively at all levels.
• Experienced in MS office applications, Concur, Sharepoint, Teams., Substantial experience as an Executive/Personal/Management Assistant.
Fluency in English language and grammar. Able to multi-task and manage high workload to tight timelines. Restricted/sensitive information to be treated with a high degree of confidentiality. Professional, flexible, and pro-active attitude. A high level of interpersonal skills and team working, able to communicate effectively at all levels. Experienced in MS office applications, Concur, Sharepoint, Teams.

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