Personal Assistant - Air BP Functions

SunburySouth East
22 Nov 2016
03 Dec 2016
Oil and Gas
Contract Type
Full Time
Role synopsis
Air BP is one of the world's largest aviation fuel products and services suppliers. Operating at over 700 locations in around 50 countries we sell over 7 billion gallons of fuel a year. Our customers range from owners of small private jets, to many of the world's largest commercial airlines and the military. We fuel over 6,000 flights every day - that's around 4 every minute. Our experts provide a complete aviation fuel consultancy service, including the design, build and operation of aviation fuelling facilities.

We now have an opening for an experienced and well established PA to join us to provide PA support to the Global Functions Leaders in Air BP, i.e. HR Director, Commercial Director, Strategy & Business Development Director, Chief Financial Officer and Technical Director & Safety and Operational Risk Entity Director and Engineering Authority. As PA, you will also assist in support of global Air BP communications.

Key accountabilities
Assist the Global Functions leaders in Air BP:

  • Actively manage diaries, ensuring all meetings are prioritised, planned and arranged, including identifying dates for meetings, internal and external, bearing in mind and respecting other faiths and customs globally.
  • Ensure all meetings run smoothly by managing attendance, collating and issuing pre-reads so attendees are equipped with information prior to their meetings.
  • Liaison with internal and external contacts in the course of handling their business arrangements. Liaising with other teams/PAs where necessary to ensure alignment.
  • Be responsible for complex global travel arrangements, compiling itineraries, anticipating visa requirements and applications where applicable, liaising closely with other BP offices, and where possible, having a "Plan B" available.
  • Collate expense receipts, prepare monthly submissions, reconcile and submit timeously. Making sure directors attend to expenses and invoices that are sent to them for their approval in a timeous manner.
  • Manage all your work in a strictly confidential manner.

  • Organising of Company functions, Town Halls and hospitality.
  • Organise various meetings, sourcing venues though BP preferred Agents, including accommodation as and when requested, catering, manage attendance and making sure meetings run timeously and to plan, ensuring necessary preparation materials are received on timeously. This will include Global conferences and off-site meetings. Activities such as invitations, HSSE, budgets, logistics, travels, etc.

  • Management and maintenance of Air BP distribution lists.
  • Provide logistics support for employee events including bi-annual Forum, global webcasts etc.
  • Overall maintenance of the Intranet/internet pages - upload staff announcements, organisation charts, press releases, news stories etc.

General Admin duties
  • Build and maintain excellent working relationships with peers and BP staff globally, including external contacts. Taking accountability for all tasks of other Team Assistants/PAs as and when they are absent from the office.
  • Coding invoices using DMS system and forwarding same to approvers and manage third party invoices.
  • General office admin: Acting as a point of contact on a day-to-day basis, often in the absence of supervision. Confidence to prioritise activities and to action/refer as appropriate. Responsibility for electronic and paper filing systems, the preparation of e-expenses and management of invoice. Log various IT requests and faults, source and book meeting rooms for team when necessary, order stationary, meet and greet guests.
  • Provide necessary administrative support for the on-boarding of new employees in the functions.
  • Maintain gift and entertainment register.

Essential Education
• Relevant administrative qualification/certification.

Essential experience and job requirements
  • Proven track record as PA, diary and travel management.
  • Good knowledge in Microsoft office applications - words, excel and powerpoint.
  • IT literate, Internet/Intranet skills, office safety and technology.
  • Self-motivated, proactive, takes ownership, respectful and courageous.
  • Excellent organisation skills - efficient planning and organising, project management experience, systematic management, pursues standardisation and clarification, consistent ways of working.
  • Strong interpersonal skills, ability to build strong internal and external relationships.
  • Good communicator, writing skills, English skills
  • Focussed on customer service and a real team player
  • Ability to work globally across cultures.

Other Requirements (e.g. Travel, Location)
  • This position will be based at our offices in Sunbury on Thames

Desirable criteria & qualifications
  • Demonstrate BP Values & Behaviours.
  • Internal communications experience

Relocation available

Travel required

Is this a part time position?

About BP
Our business is the exploration, production, refining, trading and distribution of energy. This is what we do, and we do it on a truly global scale. BP operates with business activities and customers in more than 80 countries across six continents. Every day, we serve millions of customers around the world. We are continually looking for talented, committed and ambitious people to help us shape the face of energy for the future. Air BP is one of the most diverse international businesses in the BP Group with over 1,100 people from 40 nationalities working together in a truly global team. Our vision is to be 'the aviation fuel business that everyone wants to work with' and we believe our people are our most important asset. We are one of the world's largest suppliers of aviation fuel products and services - supplying over seven and a half billion gallons of jet kerosene and aviation gasoline to our customers across the globe each year. Through our direct operations, we fuel more than 6,400 flights every day, at more than 600 global locations in over 45 countries, serving customers from the private pilot to some of the world's largest airlines.


Closing Date
[ "05-Dec-2016" ]