ADMINSTRATIVE ASSISTANT
Our client, an Oil and Gas Company is seeking an experienced Administrative Assistant. This is an 18 Month PAYE Contract role based in Aberdeen and working 37.5 hours per week. Experience with SAP, share point etc. is highly desirable.
The role:
Provide a structured, timely and accurate administration service to the Finance, Compliance, Drilling & Completions and Major Projects teams.
The incumbent will provide comprehensive administrative support to the CFO, Chief Compliance Officer, GM - Drilling and Completions, and Senior Manager - Major Projects, including diary management, arranging meetings and events, managing travel and expenses.
Other key responsibilities will include welcoming new starters, arranging training, maintaining electronic filing systems and ensuring compliance with policies and procedures.
The role will also be responsible for general administrative tasks including co-ordinating desk moves, maintaining distribution lists and preparing documents for signature and distribution.
You will:
Support key contacts and team members in a range of administrative tasks
Diary management for key contacts
Arrange meetings, team-building events and conferences, both internally and externally
Attend meetings, record actions, follow-up to ensure actions completed within agreed deadlines
Welcome external visitors and manage on-site presence of Auditors
Assist with Travel arrangements
Assist with arranging Training
Ensure new starters are welcomed and provided with the correct set-up, information and training to perform efficiently within their department
Manage network account extensions for third party contractors
Co-ordinate desk moves
Maintain departmental distribution lists, contact lists, holiday charts etc.
Ensure delegates are in place for absence cover
Co-ordinate signatures and distribute documents
Arrange reprographics and order stationery
Departmental purchases and corresponding expense management
Collate and track information
Create presentations and reports
Fully utilise the functionality of Livelink Document Management System including workflow and document filing. Provide support and guidance to teams on the use of Livelink and actively encourage the team to make strategic use of the system.
Intranet administrator - maintain and publish material relating to the teams
Maintain a thorough understanding of policies and procedures e.g. Business Travel & Expense procedure to ensure compliance and alignment
Actively participate in UK Admin team meetings to ensure consistency and alignment across teams
You are/have:
Demonstrable experience of successfully working as a proactive Executive/Team Administrator, providing guidance and support to colleagues to enable business delivery
Excellent IT/office technology skills with a detailed knowledge of Microsoft Office
Experience working with a document management system such as Livelink, SharePoint or similar
Experience working with SAP or other ERP system
Excellent verbal and written communication skills
Ability to work to deadlines and perform effectively under pressure
Ability to initiate and implement improvements to administration procedures and systems
At a minimum, you have:
A good level of secondary education. An Administration or Business qualification would be an advantage.
Previous experience in a similar role.