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  • Job reference: RMS0108779

PA & Business Support

  • Sector: Engineering
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 17/04/2012
  • Time left:
    d h m s
    (24/04/12)
This vacancy has now expired.
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The Company:
A major Global operator focusing on Exploration and Production operating in more than 110 countries and employing over 100,000 people. A leader in the Oil and Gas and Petrochemical Industries priding themselves in their innovation and Environmental/Energy Efficiency

The Role:
Manage diaries and meeting requests, independently handle travel arrangements and expenses, support staff with general queries. Business Support Job Description Position description - Purpose The Business Support Assistant is responsible for delivering administrative & secretarial support to the Department Manager, Technical Manager, Asset Leads and the wider Department Team to assure effective office support.
Position description - Accountabilities Agenda Management: Managing schedule/diary/calendar of Department Manager and Department Technical Manger Keeping track of availability of meeting facilities within the department location. Phone calls, voice mail, e-mails, faxes, reports, distribution list, booking meeting rooms, Monitoring, managing, sorting, or routing the above items to respective parties Following-up on items requiring action
Travel arrangements: Making arrangements for the Department Manager and Asset Leads. Arrangements can include: visa requirements, flight bookings, transfer bookings, hotel reservations, office arrangements, relevant printouts, car rental service, etc. Expenses: Processing of Monthly Expense Reports. Organising/coordinating events in/outside the company offices (Examples: Social events, Conferences, Workshops, Meetings, Lunches, Trainings, Talks) These events usually require the following activities: Researching venues Negotiating with 3rd parties Costing activities Full administration before/during/after the event Visitor arrangements: Making arrangements for visitor(s) at the office, which includes Preparing the agenda Organising site access Greeting & escorting visitor(s) as needed Data Management: Maintaining & updating documents and databases (Examples: Livelink and shared drive area management). Finance: Assisting Finance Manager (AFE’s, filling in LL and corresponding with partners/stakeholders)
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