Administrative Assistant

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.