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  • Job reference: RMS0129481

Team Assistant

  • Sector: Oil & Gas
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 07/08/2013
This vacancy has now been filled.

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The Company:
Our Client is one of the world's largest energy companies with over 95,000 employees in 100 countries around the world, providing its customers with fuel for transportation, energy for heat and light, retail services and petrochemicals products for everyday items. Our Client's brand has grown to become recognised worldwide for quality gasoline, transport fuels, chemicals and alternative sources of energy such as wind, solar and biofuels.
Our Client is progressive, responsible, innovative and

The Role:
The Team Assistant will provide assistance to the North Sea CIO and his team, together with other IT&S teams in Aberdeen. The ideal candidate will be experienced in handling a wide range of administrative tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organised, flexible and enjoy the administrative challenges of supporting a team of diverse people and programs. The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, positive, enthusiastic, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.

- Manage and co-ordinate daily calendar and provide inbox assistance for North Sea CIO
- Arranging meetings requests: organise meetings/teleconferences/video conferences (on & off-site), including associated requirements e.g. equipment, and availabilities (room & personnel) and teambuilding. Provide support in preparing agenda/presentations, collating & circulating pre-read. Assist with preparation of presentation, pre-read, graphics and scanning.
- Act as the North Sea HSSE Rep. for IT&S and as a member of the Upstream Global HSSE Network, ensuring staff are complying with HSE expectations and collating monthly performance information in a timely manner.
- First point of contact for internal and external customers, TA must be able to represent the team appropriately, assisting visitors with travel arrangements, accommodation, office requirements etc.
- Travel: Organise travel & logistics, including liaison with the N Sea Travel Co-ordinators to ensure requirements for business travel are complete and run smoothly.
- Expenses: preparation of CIO’s expenses
- Partner with the other Team Assistants to provide cross team support when needed, including providing holiday cover for Team Assistant colleagues
- Office support (floor planning, office moves, ordering of supplies and services, master keys, shipping/receiving mail and parcels, filing) – consistent with company policy and procedures.
- Manage new joiners process, including computer and phone set up, inductions for new hires/contractor staff (including IT procurement, issuing of passes, stationary, business cards, local induction, HSSE and DSE assessments, knowledge of site and procedures) – and manage exits. Update organisation charts/distribution lists
- Manage filing systems, SharePoint sites etc. as required.
- Build and maintain good relationships with a range of external and internal contacts in the course of handling day-to-day activities.
- Manage all IT Service Provider security pass renewals and new contractor pass requests. Follow up with service provider management as necessary.

Essential Skills / Qualifications:
Good oral and written communication skills
Strong knowledge of MS Office, including Word, Excel, PowerPoint, SharePoint and Outlook
The successful candidate will have access to a wide variety of information and will be required to use judgement and discretion frequently in his/her work
Strong organisational skills are required to manage the team and individual agendas effectively
Attention to detail and process
Good team player who is self-motivated, but also able to work independently
Excellent calendar management skills, including the coordination of complex executive meetings
Experience in developing and maintaining and executive’s filing and information systems
Experience scheduling travel arrangements for team
Ability to deal comfortably with internal and external contacts at all levels
Ability to assess and anticipate the requirements of the team.
Excellent organisational and administrative skills
Excellent, polite, professional, friendly telephone manner

Desirable Skills / Qualifications:
- A very good eye for detail with a systematic approach to work
- To work under pressure in a busy office environment
- Self motivated
- To work cooperatively within a team
- Excellent interpersonal skills
- Confidentiality and discretion
- Flexibility dealing with multiple and varying duties concurrently.
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