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  • Job reference: RMS0164930

Team Assistant/PA

  • Sector: Commercial
  • Location: Woking
  • Job type: Contract
  • Date posted: 11/02/2016
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 role is to support the Project General Manager and manage all the Project administrative tasks on behalf of the Project team. The position reports directly to the Project Manager.
Key Accountabilities:

• Help create a safe, friendly and productive workplace environment
• Key player in building and maintaining excellent working relationship with client personnel across the project organisation and with key contractors, especially Petrofac the lead EPC contractor
• Point of contact for general team questions and external enquires
• Proactive diary management for Project General Manager
• Maintain team organogram and leave rota
• Assist in collation and issue weekly / monthly reports
• Arrange travel / pick-ups / accommodation
• Ensure project travel is arranged in accordance with project procedures and that staff make suitable cover for their absences.
• Arrange for New Start requirements to be put in place, including IT hardware, IT system access and project office inductions, etc.
• Take minutes at meetings as and when required
• Generate Project associated forms as required
• Prepare presentations (including Powerpoint preparation)
• Arrange hardware/software, furniture etc., for the Project Team
• Arrange update of contact list, seating plan, Project distribution list with new starts / leavers
• Liaise with Office Services for any office moves
• Arrange video and audio conferences for the Project Team where required
• Arrange external meetings for project personnel
• Arrange Lunches when required
• Organise Project events/teambuilding, order corporate gifts
• Collate timesheets, and expenses, for approval and
distribute appropriately
• Ensure that stationery requirements are met

Key Competencies

• Strong IT skills, including knowledge of the following MS Office applications: Excel, Word, Power Point, Outlook
• Full range of administrative skills, including organisation, prioritising, forward planning and general administration
• Proactive and organised with a strong ability to forward plan and anticipate requirements
• Strong verbal and written communication skills
• Highly flexible and adaptable, with strong inter-personal skills
• Supportive team working and networking skills
• Ability to work with others in a team, sharing responsibility for quality and delivery with colleagues
• Experience working in a client project team located out with the client’s main office location
• Experience working with engineering and construction contractors on projects in the Oil & Gas sector
• Demonstrable familiarity with requirements of Oil & Gas sector major project delivery processes
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