Team Assistant

Role Summary

As a Team Assistant, People & Culture, you will provide proactive support to the P&C Leadership Team and wider function, ensuring the effective coordination of priorities, seamless day-to-day operations, and high-quality stakeholder experience in a fast-paced environment.

Key Accountabilities

Executive & Team Support

· Provide proactive diary management support for P&C leadership, ensuring meetings, priorities and commitments are effectively coordinated.

· Manage and prioritise calendars in a strictly confidential manner, ensuring timely and effective communication

· Coordinate leadership meetings, workshops and team events, including scheduling, logistics, preparation of materials and management of follow-up actions.

Travel, Expenses & Administration

· Manage and coordinate international travel arrangements, including itineraries, visa requirements and logistics, ensuring a seamless travel experience and effective contingency planning

· Manage expense administration activities, including collating receipts, preparing monthly expense submissions, reconciling expenses, and ensuring timely submission.

· Support vendor administration, purchase orders and other operational activities as required.

Stakeholder Coordination

· Liaise with internal and external contacts in the course of handling business arrangements.

· Partner with Executive Assistants, Team Assistants and business support teams to facilitate seamless collaboration and alignment across the organisation.

· Support the coordination of leadership communications and team activities, ensuring high standards of professionalism and responsiveness.

Team Operations & Onboarding

· Coordinate onboarding activities for new team members, including equipment requests, system access, distribution list updates and other joining requirements.

· Support off-boarding activities, ensuring timely completion of access changes, distribution list updates and other departure processes.

· Maintain accurate team records, documentation and organisational information.

Behavioural Requirements

· Strong organisational and prioritisation capabilities, with the ability to manage competing demands in a fast-paced environment.

· Highly collaborative, responsive and solution-oriented working style.

· Demonstrates sound judgment, professionalism and integrity at all times.

· Maintains the highest standards of confidentiality and discretion when dealing with sensitive business and people matters.

HSSE Accountabilities

· Follow the HSSE requirements specified in OMS and contribute to the delivery of safe, compliant and reliable operations.

Legally required training & accountabilities

· Legally required training to be completed as per the Ethics and Compliance calendar and any other mandatory programs as would be assigned from time to time.

Experience & Qualifications

· Proven track record as executive assistant, team assistant, or office management support within global businesses across geographies

· Strong organisational and planning skills, with the ability to manage multiple priorities simultaneously.

· Excellent communication and stakeholder management skills.

· High attention to detail and ability to handle confidential information with discretion.

· Strong proficiency in Microsoft 365 applications, including Outlook, PowerPoint, Excel, Word, and Teams.

· Experience coordinating meetings, events, travel, and budgets.

· Ability to work independently while collaborating effectively across teams.

· Experience supporting HR, People & Culture, or business leadership teams is desirable.