PA/Team Assistant

Your new company
This company are a FTSE100 listed oil & gas/energy company with their UK headquarters in London. They have had a vacancy arise for a PA to support the Senior Vice President of one of their tech divisions. This is a temporary placement ongoing until late spring 2023.

Your new role
This role will include the following duties;

• Calendar management: use own initiative to prioritise meetings, ensuring that there are no scheduling conflicts and there are sufficient keep clear breaks.
• Event/Team off sites/Leadership meetings: Organize complex global meetings, ensuring that the practical arrangements are in place including video/teleconference facilities where required, and that the necessary preparatory materials are received by all parties on time plus attendance of meetings.
• UK and International travel arrangements: Ensure that travel arrangements are sensible, practical, cost effective and in-line with their travel policies.
• Inbox management: Ensure that urgent correspondence is flagged or responded to in the manager's absence.
• Provide written and verbal correspondence to internal and external contacts in a courteous, helpful and timely manner.
• Preparation of e-expenses using Concur and the management of invoices via Ariba and SAP.
• 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.
• Managing joiner/mover/leaver process
• Help coordinate recruitment process with People & Culture (P&C) teams, candidate interviews
• Help with pulling together agendas/pre-reads for meetings

What you'll need to succeed

• Extensive experience of complex calendar and meeting/global event management including booking travel within the UK and international, in an often-fast paced environment.
• Ability to produce professional presentations and documents which are compliant with brand.
• Ability to communicate with a range of internal and external contacts in a professional and timely manner.
• Keen attention to detail.
• Familiarity with invoicing/expense processes (Concur/Ariba/SAP)
• Experience in prioritising and identifying urgent issues on the behalf of others with minimal supervision,
• Willingness to support wider teams where necessary and guide them as to office policies/requirements.
• Strong experience within Microsoft Office, Excel, Word and PowerPoint.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays