Personal Assistant and Team Support
Location: London, UK (Office Based)
Duration of Contract: 12 months (renewable)
Work Schedule: Monday-Friday (3 days at the office/2 remote)
Our Company
Airswift takes pride in being an international workforce solutions provider. With 9,000 contractors operating in over 70 countries, Airswift's geographical reach, experience and expertise across the oil and gas, energy, mining, infrastructure and technology sectors is unparalleled.
Job Description:
We are currently seeking a Personal Assistant and Team Support to be based in London, and work on a 12-month contract, with the possibility of extension.
Personal Assistant and Team Support:
- Support for the London-based Head of Integrated Process Risk Controls and Manager of T&S Transformation Program Delivery
- Administration role within the T&S Business.
Purpose & Accountabilities:
Key focus areas:
- Day-to-day systems support.
Daily administration activities, including:
- Expense processing.
- Travel bookings.
- Events organizing.
- Employment of contractors.
- Raising purchase orders.
- Invoicing.
- Manage diaries.
- Proactively seek opportunities to share learning and collaborate with others.
- Eager to develop self and others, working closely with other PAs in T&S.
Requirements:
- Sound administrative and organizational skills.
- Adopt a learner mindset and apply it to all aspects of the role.
- Excellent English language skills, both written and verbal.
Excellent interpersonal skills:
- Communicate and establish positive relationships at all levels.
- Actively network with peers, the wider RDS, and externally where appropriate.
- Actively seek and provide constructive feedback.
- Provide support for the T&S Admin pool (e.g., for leave, illness, and event planning, with exact dimensions specified in the Job Description).
Ability to work independently, set priorities, and manage workload while adhering to deadlines:
- Able to prioritize tasks and manage conflicts efficiently and with a positive attitude.
- Maintain resilience under pressure.
Strong digital literacy:
- Proficient in MS Office Products.
- Familiar with various Shell online systems.
- Act as SharePoint FSO if required and ensure skills are at the necessary level.
- Continuously seek to upskill.
- Act as access focal point for the section of the secure floor/s.
- Strong advocate for the Group’s aims on IRM, D&I, HSSE, and compliance.
- Stay informed with an internal and external mindset.
- Strong compliance with company’s business principles and Code of Conduct.
Job Dimensions:
- Attend all T&S admin Skill pool meetings you are invited to.
- Actively participate in planning your own work.
Organize logistics for internal communication events such as Townhalls and webcasts:
- Rooms, materials, selection of medium used (e.g., Teams vs. SHOW).
- Support: Support for the London-based Head of Integrated Process Risk Controls and Manager of T&S Transformation Program Delivery
- Daily Tasks: Handle expense processing, travel bookings, event organizing, contractor employment, raising purchase orders, invoicing, and managing leaders diaries.
- Collaboration: Proactively share learning, collaborate with others, and work closely with other PAs in T&S.
This role focuses on providing comprehensive administrative support, managing daily tasks efficiently, and fostering collaboration within the team.
- Administrative Support: Manage daily administrative tasks such as scheduling meetings, handling correspondence, and maintaining records.
- Diary Management: Organize and manage the executive's calendar, schedule appointments, and ensure they are aware of upcoming commitments.
- Travel Arrangements: Plan and book travel, including flights, accommodation, and transportation.
- Expense Management: Process and manage expense reports, ensuring timely reimbursement and accurate record-keeping.
- Event Coordination: Organize and coordinate events, meetings, and conferences, including logistics and materials preparation.
- Communication: Act as the point of contact between the executive and internal/external stakeholders, handling communications efficiently.
- Document Preparation: Prepare reports, presentations, and other documents as required.
- Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.
- Task Prioritization: Prioritize and manage multiple tasks effectively, ensuring deadlines are met.
The next step
We have an exceptional team in place, and we are pleased to be able to appoint a further person to our growing business. We are aware that you may not ‘tick all the boxes’, but if you believe you can genuinely offer some valuable skills and experience to our business, please in the first instance contact our recruitment partner Airswift.
For further information please apply with your updated CV or email Mariana Cortez at mariana.cortez@airswift.com
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