Join to apply for the Personal Assistant role at Subsea7
This temporary role, a 12‑month maternity cover, will be based in the Sutton office. Due to the nature of this role, we require someone experienced in handling sensitive information in a confidential and discrete manner.
What will you be doing?
This role for a temporary PA will be responsible for diary management, event planning, liaising with other Senior Managers assistants and general communication in support of the Sutton Office Director.
* Maintenance of diaries, including extensive organisation of both internal and external meetings.
* Extensive arrangement of UK and worldwide travel, transportation and accommodation as required, including visas, medical requirements and expense claims for managers.
* Preparation of confidential documentation, letters, presentations and spreadsheets.
* Use of Outlook for internal correspondence and for communication with outside organisations, dealing with incoming and outgoing email.
* Greeting of visitors as required.
* Dealing with day‑to‑day requirements during the managers’ absence, including email management.
* Organisation and coordination of both in‑house and offsite events from concept to completion, such as private dining, team dinners, workshops, seminars, Microsoft Teams Live events and external conferences.
* Management of event logistics such as airport transfers for global travellers, group hotel bookings, catering and dietary requirements, meeting room bookings and external team building.
* Build and maintain effective working relationships with key stakeholders, working closely with Global Travel Manager, ATPI Travel, Facilities, Lexington Catering and external stakeholders.
* Assisting managers with invoice and purchase requisition approvals in SAP, as well as setting up Purchase Orders and ensuring all vendors are set up with SCM and required documentation.
* Completion of timesheets in SAP for managers, in line with local requirements.
* Use of in‑house systems such as SharePoint.
* Ordering of business cards for managers when required.
* Updating of organisation charts using PowerPoint and Visio.
* Maintenance of internal SharePoint sites.
* General office duties including photocopying and shredding of confidential information when required.
* Ensuring adherence with relevant document standards as laid down in the Company Management System.
What experience would we like you to have?
* Proficient secretarial skills at a senior level within an international organisation.
* Precise written and oral communication skills.
* Self‑motivated and highly organised professional with capable project management skills.
* Motivated, diligent professional with meticulous attention to detail.
* Highly efficient organisational and confidentiality skills.
* Good IT literacy for Microsoft 365: Outlook, Word, PowerPoint, Excel and Teams.
* Driven and versatile individual with willingness to respond to different situations and use own initiative.
* Proficient in prioritisation, handling short‑term deadlines and conflicting priorities.
* An engaged approach is required, able to take initiative and flag issues before they arise.
* Ability to build good working networks with all interfaces.
* Ability to work as part of a collaborative and dedicated team.
Seniority level: Mid‑Senior level | Employment type: Temporary | Job function: Administrative | Industries: Oil and Gas
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