Yonsei School of Business

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Job Opportunities
BP - Team Assistant
TypeLevelDegreeTargetDeadlineNote
RegularAllAllAll2021.10.08General

[Full-time]

BP

https://www.bp.com/en/global/corporate/careers/jobs-at-bp/Team-Assistant-130418BR.html

 

Team Assistant

  • Location: China - Central - Shanghai
  • Travel required: No
  • Job category: Business Support Group
  • Relocation available: No
  • Job type: Professionals
  • Job code: 130418BR
  • Experience level: Entry

Job summary

Responsible for supporting assigned teams/leaders by providing proactive assistance and administrative support to leadership teams' activities under supervision, in order to enhance efficiency and deliver effective solutions, whilst ensuring discretion and confidentiality.

Key Accountabilities:
  • Actively manage diaries, ensuring all meetings are prioritised, planned and arranged, including identifying dates for meetings, internal and external.
  • Ensure all meetings run smoothly by managing attendance, collating, preparing and issuing pre-reads so that team members are equipped with information prior to their meetings and issue meeting minutes when required.
  • Manage and prioritize the Calendars of the Leadership Team in a strictly confidential manner and ensure all correspondence is courteous, helpful and timely, and feedback to them accordingly. Filter calls.
  • Support the team with administrative and required matters.
  • Manage email responses and/or notices where required.
  • Liaise with internal and external contacts in the course of handling business arrangements. Liaise with other teams/PAs where necessary to ensure alignment.
  • Be responsible for complex global travel arrangements, compile itineraries, anticipate visa requirements and applications where applicable, liaise closely with other BP offices, and where possible, have a “Plan B” available.
  • Collate expense receipts, prepare monthly submissions, reconcile and submit on time.
  • Manage all your work in a strictly confidential manner.
  • Manage on-boarding activities to support new team members (ordering office equipment, ordering mobile phone, supporting corporate credit card application, updating GAL etc.) and off-boarding for leavers (e.g. updating GAL distribution lists, systems access etc.)

General Admin duties:
  • Build and maintain excellent working relationships with peers and BP staff globally, including external contacts.
  • Take accountability for all tasks of other Team Assistants/PAs as and when they are absent from the office
  • Code invoices using and forward the same to approvers and manage third party invoices.
  • General office admin: Act as a point of contact on a day-to-day basis, often in the absence of supervision. Confident in prioritising activities and to action/refer as appropriate. Responsible for electronic and paper filing systems, prepare 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.

Skills & Competencies
  • University degree in any discipline
  • Diary, Inbox, Travel management experience
  • Self-motivated, proactive, takes ownership
  • Excellent organisation skills - planning and organised, efficient, project management, systematic management, pursue standardisation and clarification, consistent ways of working
  • Strong interpersonal skills, ability to build strong internal and external relationships, customer service, team player, work globally across cultures
  • Good verbal and written communication skills
  • IT literate, Internet/Intranet skills, office safety and technology
  • Fluency in Chinese and English Languages are required
  • Proven track record as a team administrator/PA

 

This recruitment notice is provided by BP, and Career Development Center of Yonsei School of Business shall not assume any legal liability or responsibility for the accuracy, completeness, or usefulness of any information mentioned in the notice. Without the prior agreement of BP and Career Development Center of Yonsei School of Business, the unauthorized copying or redistribution of this recruitment notice is prohibited.

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