Personal Assistant and Team Support

We have an exciting opportunity for a PA to join a global Energy Trading & Commodities company.

About the Role

• 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

• Day-to-day systems support
• Daily administration activities, including expense processing, travel bookings, events organizing, employment of contractors, raising purchase orders, invoicing, and managing 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 company 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

Dimensions

• Attend all T&S admin Skillpool 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)

Responsibilities

• Support 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
• Administrative support: manage daily administrative tasks such as scheduling meetings, handling correspondence, and maintaining records
• Diary management: organize and manage 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 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

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