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  • Job reference: RMS0137783

Team Assistant

  • Sector: Oil & Gas
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 07/02/2014
  • Time left:
    d h m s
    (14/02/14)
This vacancy has now expired.
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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.

The Role:
1.Administration of MSDS SharePoint site and mailbox
2.Performance management of TA Assurance Process
3.Administration of team SharePoint site
4.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
5.Travel and meeting arrangements – includes on-site and off-site meetings, small and large conferences; may include setting up catering, transportation detail, preparing materials (copying), in-meeting support, etc. For travel, this includes passport/visa support.
6.Accounting support (invoice processing, budget tracking, coach others in this area, exercise authority to raise work orders)
7.“Team Care” – vendor interactions, identifying/ordering gifts, team/individual awards (maintaining cost-consciousness of efforts), maintain overview of where people are (in/out of the office)
8.Coordinate training courses - liaise with trainers, support preparation of training materials, organise venues, set up course on automated booking system, provide ‘on-the-day’ support as required.
9.Communications support – audio and VC set-up, correspondence (e.g., formatting letters)
10.Providing new-hire/contract set-up support; includes office moves, computer and phone set-up, laptop deployment, tracking of status/follow-up
11.Technical assistance as/when required – data entry, collation etc.

Essential Skills / Qualifications:
1.Providing cover for colleagues where needed
2.HSE support – organise safety meetings, Tr@ction entry, monitor supplies, support for ergonomic evaluation procurement

1.Previous administrative assistance experience.
2.Self-motivated - proactive in managing own accountabilities and performance assurance (e.g., attention to detail)
3.Ability to multi-task; handle/set multiple priorities on a daily basis
4.Analytical and problem-solving skills
5.Skilful level and competence in interpersonal and communication skills (written and verbal), including networking
6.Mastery level of competence in planning and organising skills; including capability of coordinating priorities across managers/team members
7.High level of tact and integrity due to regular exposure to confidential data.
8.Proficiency in MicroSoft office products
9.Great communication skills
10.Strong team player
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