Executive Assistant

Our client is a leading engineering, procurement, construction and installation (EPCI) company focused on executing complex offshore and onshore oil and gas projects on a worldwide scale with 14,000 employees operating in more than 20 countries. <br>This position will be based in the business unit headquartered in West London. Our team has a strong mentoring and team based culture. <br><br><b>Key Responsibilities:</b><br> <ul> <li>Answering and directing all correspondence and where appropriate forwarding detailed messages - using discretion and tact to enquire further detail, and using judgement to limit timewasters</li> <li>Photocopying, scanning, binding, mail duties, typing, post and courier</li> <li>Welcoming guests and general hospitality, including catering for meetings where required.</li> <li>Ordering office supplies and negotiating with vendors</li> <li>Travel reservations (including itinerary and accommodation search and pricing comparison, transfer bookings, visa applications, provision of appropriate location maps, etc.)</li> <li>Preparation of expense claims</li> <li>Preparation of expenditure approvals and purchase orders for general office procurement needs (IT, phones, outsourcing services etc)</li> <li>General office facilities duties, including ordering office furniture, health and safety requirements etc</li> <li>Electronic and hardcopy filing</li> <li>Management of meeting rooms, diary management where required, organising conference calls</li> <li>Arranging social activities for the team</li> <li>Ensuring office is presentable and equipment is operational</li> <li>To carry out any other work as and when required by the Company and project</li> </ul> <br><br><b>Personal Specification</b><br> <ul> <li>To build positive relationships with colleagues to ensure effective communication and support is gained</li> <li>To communicate using appropriate media to provide information; to share knowledge; to keep colleagues informed of progress and to respond to enquiries within your remit</li> <li>The right candidate will have experience of diary management and scheduling appointments across multiple time zones</li> <li>To work in close co-operation with other personnel</li> <li>To ensure tasks are carried out in accordance with documented policies, plans, procedures, and instructions</li> <li>To embrace Company's Quality Systems and ensure action items resulting from management's review of the Quality System are implemented within given time frames.</li> <li>To comply with all Company procedures</li> <li>To maintain an up-to-date understanding of the company's operating systems</li> <li>To report any or consistencies or errors in work you have produced without delay</li> <li>To promote a positive Company image at all times</li> <li>To promote good team and inter-team spirit</li> </ul> <br><b>About Petroplan</b><br> <br>Petroplan is the trusted, specialist global Talent Solutions partner of choice for employers and professionals in the Energy sector. Since 1976, Petroplan has been here to help people like you make the most of the opportunities available and find the best fit for you as an individual.<br> <br>Over 10,000 placements in more than 55 countries for over 550 clients across 65 disciplines.<br> <br>In an industry where skilled and experienced professionals are increasingly sought after resource, we appreciate the true value of what you have to offer. What's more, we understand that different things are important to different people in today's world of work - it's about making exactly the right connections for you as an individual.<br> <br>Our reputation for contractor and candidate care, understanding what makes you tick, and finding you the best match is second-to-none. We understand the industry inside-out and seek to understand YOU and your motivations in the same way. We take the time to evaluate your individual strengths, understand the most important things to you, and establish exactly what you're looking for from your next role.