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  • Job reference: RMS0151578

Team Assistant

  • Sector: Commercial
  • Location: Houston
  • Job type: Contract
  • Date posted: 05/12/2014
  • Time left:
    d h m s
    (12/12/14)
This vacancy has now expired.
The Role:
Key accountabilities include providing confidential, timely and
effective administrative support to the team. The administration
assistant also provides event management (preparation, planning
and execution) support for meetings, seminars and workshops led
or facilitated by the GWO I&RC team, and provides
administrative support to implement SharePoint and other team,
project and office management tools. The administrative assistant
for the team must be able to balance the demands of providing
administrative support for multiple team members and multiple
projects and priorities, demonstrate a high degree of organization
skills, strong computer application skills, effective verbal and
written communication, interpersonal, strong networking and team
skills.

Accountabilities will include:
• Managing multiple interactions with various levels of organization, within and outside of immediate organizational unit.
• Managing work to meet deadlines in fast-paced environment with multiple priorities
• Providing new hire/contract set-up support
• Travel and meeting arrangements – includes complete and accurate itineraries, logistics confirmation, planning for on-site and off-site meetings, small and large conferences; may include negotiating contracts, setting up catering, etc.
* Coordination of visit schedules for key visitors, including booking of cars, circulation of meeting materials, etc.
* Track location of GWO staff in visible manner to support effective emergency response, communication, hot-desking, etc.
*Ensure office services for GWO staff function effectively including printers, shared IT equipment,
*Effectively liaise with other GWO and BP administrative staff in Sunbury/Houston and help provide efficient meeting support
*Support the set up and management of SharePoint sites in a manner consistent with GWO SharePoint structure.
*stationery ordering and booking outside venues for offsite meetings
* E-expense support for director/team leader and others on the team, “super-user” for team members
* BP team procurement and meeting card use, management, reporting and reviews
* Procurement system management including invoice payments, budget management support, review and reconciliation
• Technical support for team members around software, network, printing/plotting, graphics (design, printing)
• Point person for company policies for team – where to find, application of policy (e.g., travel advisories, hardship travel (PET), FMLA, taxable reimbursements, other HR policies, gift & entertainment, sponsorship registry, etc.)
• Communications support – audio and VC set-up, correspondence (e.g., formatting letters)
• Knows when to act on team leader’s or member’s behalf and when to direct issues to team member or delegate
• HSE support
• Manage and coordinate daily calendar for manager/TL as requested;
• Manage team leader’s e-mail; respond on his/her behalf in
his/her absence as required.
• Support legal hold requirements of the team and interact with
Law Department and their representatives as needed to support
team members

Essential Skills / Qualifications:
To be considered for the role of team support applicants must
have:
• Self-motivation; proactive in managing own accountabilities and performance assurance (e.g., attention to details)
• Previous administrative assistance experience
• Ability to multi-task; handle/set multiple priorities on a daily basis
• Continual knowledge growth around corporate operations and policy; high level of discretion and technical skills
• Analytical and problem-solving skills
• Ability to work without supervision and under pressure, intelligently assess and anticipate requirements
• Skillful level and competence in interpersonal and communication skills (written and verbal), including networking
• Effectively listening and communications skills to professionally interact with and support internal and external multi-disciplinary
teams at all levels
• Mastery level of competence in planning and organizing skills; including capability of coordinating priorities across
managers/team members
• Hi
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