Job details

London - Sutton

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Vacancy information

At Subsea 7, we take pride in being recognised globally as a leader across the Energy Industry.  For 5 decades our people have delivered over 1,000 projects in all water depths across our energy hubs, and we continue to do so, adapting and evolving in an ever-changing world. 

 Our sustainability and ongoing success are only possible through innovation, collaboration and the development and diversity of our people, assets, and technology.  By joining Subsea 7, you become part of a team of people who everyday ‘Make Incredible Things Happen’

 

DESCRIPTION OF ROLE

 The purpose of this role is to provide confidential personal assistant support to members of the Executive Committee.  This role will be based in the Sutton office.

 

KEY RESPONSIBILITIES

  • Preparation of documentation, presentations and spreadsheets. Use of Outlook for internal correspondence and for communication with outside organisations.
  • Dealing with incoming and outgoing correspondence.
  • Answering, screening, and dealing with telephone calls for both managers. This will involve extensive liaison with senior executives, team members and outside parties.  A friendly telephone manner is essential.  Greeting of visitors is also necessary as and when required.
  • Dealing with day-to-day requirements during the absence of the managers including email management when required.
  • Maintenance of diaries, including extensive organisation of both internal and external meetings.
  • Extensive arrangement of UK and worldwide travel, car hire and accommodation as required. This will include completion of all forms associated with current COVID restrictions and arrangement of PCR testing.
  • Arrangement of visas for travel as required.
  • Arrangement of medical requirements for travel as required.
  • Organisation and coordination of group workshops, both in-house and offsite.
  • Assisting managers with invoice and purchase requisition approvals in SAP.
  • Completion of timesheets in SAP for all managers.
  • Ensuring all vendors are set up with SCM and completing all necessary documentation to get this done if required.
  • Use of in-house systems such as SharePoint and Synergi.
  • Setting up Purchase Orders as and when required.
  • Ordering of business cards for the line managers when required.
  • Completion of expenses claims for all managers
  • Maintenance of filing systems for all managers.
  • General office duties including photocopying and shredding of confidential information as and when required.
  • Assistance with holiday cover while other members of the PA team are on vacation.
  • Ensuring adherence with relevant document standards as laid down in the Company Management System.

 

INTERFACES

Executive Management Team, Senior Management Team, Regional Management Teams, Internal and external parties, Regional PA teams, Corporate PA team

 

CAPABILITY PROFILE – KNOWLEDGE, SKILLS, EXPERIENCE AND BEHAVIOURS

  • Strong secretarial skills at a senior executive level within an international organisation
  • Excellent written and oral communication skills
  • Enthusiastic, self-starter with excellent attention to detail
  • First class organisational and confidentiality skills
  • Good IT literacy is essential on Outlook, Word, Powerpoint, Excel and Microsoft Teams
  • Driven and flexible individual with willingness to adapt and use own initiative
  • Able to adapt to changing environment and reorganise arrangements at short notice when required
  • Hands on approach is required as individual needs to be able to take initiative and flag issues before they arise
  • Must be able to build good working networks with all interfaces
  • Ability to work as part of a hardworking and dedicated team

 

Subsea 7 are committed to creating a diverse workforce and we look to offer excellent career opportunities as you develop your skills and aspirations. Along with a wide range of benefits and a flexible working environment, employees can further enhance their work-life balance through our Remote Working Policy.

Beware Recruitment Scams
Please be on your guard against recruitment scams. These are increasingly being carried out online through false job advertisements, job websites, unsolicited emails, or bogus recruiters purporting to be from Subsea 7. As a company, we treat this fraud very seriously, and ask that you read our Recruitment Fraud guidance, to help you spot the signs of a scam.