PA / Technical Assistant

Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world’s leading energy companies.

We design, build, manage and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

The world is re-thinking its energy supply and energy security needs; planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.
This is an exciting time to join us on this journey.  

We support flexible working requests and have adopted a hybrid approach for most of our office-based roles. We ask employees to be present in the office at least three days per week.

Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?

JOB TITLE: PA / TECHNICAL ASSISTANT.

KEY RESPONSIBILITIES:

• Supports Brownfield Projects Senior Leadership and wider team.
• First point of contact and representative of the management team of Brownfield Projects & Decommissioning department.
• Diary management.
• Provide documents and briefings for meetings, both internal and external, including collation of information.
• Full service administrative support including expenses, invoice payments, filing, contact database management, arranging meetings and hospitality, and other general admin tasks.
• Arranging international travel and accommodation for the management team, supported by full itineraries and all necessary travel documentation.
• Prioritise conflicting needs proactively and efficiently.
• Drafting agendas, emails and correspondence for and on behalf of the management team, as appropriate.
• Develop and maintain good working relationships with key internal and external stakeholders, including other executives and direct reports.
• Help with office management such as floorplans.
• Keep org charts and distribution lists up to date.
• Admin support to Project Management Team and management to organise and prepare for key project delivery process workshops and client meetings e.g. DWOP’s, Risk Reviews, Readiness Meetings, Quality Audits, Performance Reviews and other.
• Develop and maintain effective communications plan.
• Ensure excellent communication across service line ensuring consistency of messaging.
• Own and maintain action tracker for monthly Projects Management session and proactively.
• Support with the administration of all employees and contractors.
• Support the on-boarding process for new hire’s with hiring process, first day instructions, familiarisation briefings on software access, SharePoint items and processes and the issue of updated seating plans and org charts.
• Attending and inputting into weekly recruitment meetings.
• Ensure smooth collaboration with other parts of the business.
• Support team with new document set up including PPT presentations.
• Support with various other administration within the projects team.
• Support the creation of systems training materials and assist in organising drop-in sessions.
• Help with office managemen.t
• Admin support for Turus (internal risk management software) – including user support and ensuring that all project files are being maintained / updated and the file structure is being followed by project teams.
• Collating and communicating statistics and trends across recruitment, performance of projects portfolio and other necessary areas.
• The postholder is expected to adhere to the Golden Rules of Safety (transitioning to ‘The 9 Lifesaving Rules in 2020) and the Petrofac Values.
  
  
  

ESSENTIAL QUALIFICATIONS AND SKILLS:

• University degree or equivalent level preferable.
• Attention to detail; efficient and highly organised; pro-active self-starter and a team player.
• Excellent problem-solving skills.
• Excellent interpersonal, written and verbal communication skills with the ability to communicate at all levels and between different cultures.
• Ability to build relationships at all levels, internally and externally, demonstrating confidence, professionalism and respect.
• Ability to prioritise workload and manage deadlines to optimise value of Management time; proven organisational and forward planning skills.
• Innovative, constantly seeking to improve ways of working to increase efficiency and effectiveness.
• Experienced in dealing with senior executives in a corporate environment and coping with changing requests.
• Ability to maintain confidentiality in all aspects of work and handle sensitive information.
• Ability to demonstrate sound, measured judgement and initiative to address sometimes complex, ad-hoc issues that interrupt routine schedules.
• Positive attitude; proven ability to work well under pressure.
• Fluent with Microsoft Office especially Outlook, PowerPoint, Excel, etc.
• Proven experience of supporting senior executives.
• Global travel and diary management experience.
• Experience with working in different time zones.

#LI-JN1.