Job summary
**Entity**:
Production & Operations
**Job Family Group**:
Business Support Group
As a key member of the executive office, the Personal Assistant (PA) you will play a key role in supporting the SVP across a range of administrative responsibilities in a fast-paced, hybrid working environment.
The principal purpose of this role is to maximise the effectiveness and performance of the refining executive office by providing first class support and organization whilst demonstrating first class behaviours.
You will be empowered to lead in a range of areas by partnering with the SVP and their Business Advisor:
- **Calendar management**: Proactively coordinate a complex calendar, including scheduling of meetings and travel and all logístical needs (e.g., booking of conference rooms and technology), helping to ensure that the SVP's time aligns with key priorities and shareholder needs.
- **Travel**: Identify and book domestic and international travel, including flights, hotels, and cars, ensuring that travel arrangements align with bp travel policies; also requires supporting the SVP if travel needs arise while traveling.
- **Expenses**: Prepare expense reports using Concur and process invoices via Ariba.
- **Event/Team off sites/Leadership meetings**: Organize integral meetings, ensuring that the logístical arrangements are in place including invitations, venue bookings, catering, video/teleconference facilities, materials, etc.
- **Technology/Systems Management**: Ensure the SVP gets timely technology support as needed.
- **General Administration**: Act as first point of contact, often in the absence of supervision.
Maintain electronic and paper filing systems, relevant SharePoint, distribution lists, absence records and working from home days.
Add entries to gift & entertainment register.




- **Preparation of documents and correspondence**: As needed, collate agendas and pre-reads for meetings; and format Power Point presentations and documents to provide a clear, professional and branded feel.
Provide written and verbal correspondence to internal and external contacts in a courteous, helpful, and timely manner.
- **Recruiting**: Help coordinate recruitment processes with People & Culture (P&C;) teams, including preparation of interview schedules and logistics.
- **Integrating across bp**: working with other PAs and BAs, act in the best interests of P&O; and bp Group, facilitating work between different SVPs and their businesses.
- **Onboarding**: Provide support to new joiners on the team, helping to order technology and making sure that employees are ready to go on Day One.
- **Project work**: Participate in cross-disciplinary squads and to support key refining projects, as required.
Essential experience and skills:
- Advanced communication skills, and ability to communicate with a range of internal and external contacts in a prompt and courteous manner
- High attention to detail and quality of work
- Adaptability in a dynamic work environment, and the ability to work independently and take initiative
- Proactive problem solving, including the ability to anticipate needs and challenges and find solutions
- Strong team player who collaborates effectively with colleagues,



demonstrates the willingness to support wider team where necessary and guide them on office policies/requirements.
- Exceptional time management, including ability to juggle multiple tasks and re-prioritize based on urgent needs.
- Excellent judgment and ability to discretely handle confidential/sensitive information
- Familiarity with Microsoft Teams (for video calls and document management); Concur and Ariba for travel booking and invoicing/expense processes
- Strong experience within Microsoft Office, Excel, Word and PowerPoint
- Willingness to be available for support after standard working hours, if needed (e.g., during travel)
- Familiarity with P&O; and key P&O; / C&P; / T&S; stakeholders is preferred but is not essential.
Travel Requirement
Up to 25%
Relocation Assistance:
This role is not eligible for international relocation but domestic **relocation in Mexico**will be considered on a case by case basis.
Remote Type:
This position is a hybrid of office/remote working, although the role holder should expect to be in the office when the SVP is present.
**Skills**:Anticipate Needs, Collaboration, Microsoft Office, Office Administration, Prioritization, Problem Solving, Quality
**Why join us**
At bp, we support our people to learn and grow in a diverse and ambitious environment.
We believe that our team is strengthened by diversity.
We are committed to fostering an inclusive environment in which everyone is respected and treated fairly.
**Travel Requirement**
Up to 25% travel should be expected with this role
**Relocation Assistance**:
This role is not eligible for relocation
**Remote Type**:
This position is a hybrid of office/remote working
**Skills**:
Adaptability, Authenticity, Collaboration, Communication, Continuous Lea

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