Executive Assistant IV

NO THIRD-PARTY VENDORS

Executive Assistant IV - Job Title : Executive Assistant IV Location : Wayne, NJ End-Client : Large Oil & Gas Company Pay : $ - $ Benefits : Comprehensive benefits (K, Health, Dental, and Vision) through Icon Consultants are available) Length of Assignment : months possible to extend or convert

Role Synopsis

To provide support to the country or functional team, in terms of administration and support for the leadership team and the wider team.

Key Accountabilities

• Actively manage diaries of T / T leader, ensuring all meetings are prioritized, 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 T / T leaders in a strictly confidential manner and ensure all correspondence is courteous, helpful and timely, and feedback to them accordingly. Filter calls.
• 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 / Team Assistants 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 (Pcard and T&E), prepare monthly submissions, reconcile and submit on time.
• Where applicable, support office and facility management.
• Manage 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 ( 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 / as needed and when they are absent from the office
• Code invoices and forward the same to approvers and manage third party invoices.
• Act as a point of contact on a day-to-day basis, often in the absence of supervision. Confident in prioritizing activities and to action / refer as appropriate.

Responsible for electronic and paper filing systems, prepare e-expenses and management of invoices. Log various IT requests and faults, source and book meeting rooms for team when necessary, order stationery, meet and greet guests.

Education

High School diploma or equivalent

Experience

• Proven track record as Executive Assistant / Personal Assistant
• years of experience minimum

Skills & Competencies

• Diary, Inbox, Travel management
• Self-motivated, proactive, takes ownership
• Excellent organization skills - planning and organized, efficient, project management, systematic management, pursue standardization 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 communicator, writing skills, English skills
• IT literate, Internet / Intranet skills, office safety and technology

YOU ARE APPLYING FOR A POSITION WITH ICON, A COMPANY THAT IS NOT AFFILIATED WITH BP BUT SUPPLIES BP WITH THIRD-PARTY CONTINGENT LABOR.