Senior Administration Assistant

4 days ago

Brisbane, Australia ConocoPhillips Full time

ConocoPhillips Australia acknowledges the Aboriginal and Torres Strait Islander peoples as the First Nations Peoples and Traditional Custodians of this land, and we pay our respects to Elders past and present.

ConocoPhillips’ Australian headquarters are located in Brisbane. Our focus is supplying Australian customers with natural gas and international customers with liquefied natural gas. We do this through our 47.5 percent interest in the Australia Pacific LNG joint venture, one of the largest producers of natural gas in eastern Australia. ConocoPhillips Australia also operates the Australia Pacific LNG liquefied natural gas facility near Gladstone. We are also an exploration company, with ongoing exploration occurring in the Bowen and Surat Basin in Central Queensland and new exploration in the Otway Basin along the southern coast of Australia to identify natural gas reserves for supply to Australian customers.

The Senior Administration Assistant is responsible for providing professional administration support to the VP Legal, VP APLNG Non-Operated JV Manager, and the Exploration Manager Australia and their departments. 

The Senior Administration Assistant will be responsible for, but not limited to:

Assist VP Legal and Legal Counsel with general administration and company secretarial duties. Assist VP APLNG Non-Operated JV Manager and Commercial team with general administration. Assist Exploration Manager Australia and Exploration team with general administration. Assist with formatting, printing and binding legal and related documents. Assist in the preparation and distribution of reports, as required. Managing level 3 reception and providing general supplies to this floor (kitchens, printers, stationary, fruit, milk, etc) to assist IT, Legal, Exploration, and Commercial teams on a daily basis. Event management support for the Otway project including arranging for the team and consultant’s workshops and travel etc. Provide support in the preparation of documents and reports using MS Office, including maintaining records in accordance with the documents and records management (DRM) program. Coordinate requirements as specified by meeting owners including reservation of meeting rooms, video conference set up and provision of catering. Coordinate onboarding of new staff including creating IT and access requests. Fulfill business travel including air, hire car and accommodation requirements. Provide reception relief cover to other levels – including during lunch breaks as needed. Monthly participation in BU-wide Administration meetings and activities. From time to time, sharing of administrative duties across various BU department administrative team (e.g. leave cover, special project). Invoices for processing and payment. Calendar management, meeting invites. Agreement and Document Searches. Outgoing Correspondence – Registering letters and providing a reference number. SAP – Timesheets and purchase requisitions. Processing Travel & Expenses. Confidentiality Agreements/Secrecy Letters. Arranging and receiving couriers. Legal Filing Numbers – assistance to make up hard copy and electronic files and register on Legal Filing Spreadsheet. Any ad-hoc administration work given by the team.

About you

You will be an experienced Senior Administration Assistant, bringing to the role:

Minimum 5 years’ experience in a senior administration role providing executive level support. Prior SAP experience (raising purchase requisitions). Excellent verbal and written communication skills. Advanced proficiency in Microsoft Office Suite. Excellent organizational skills and ability to prioritize multiple tasks. Attention to detail and ability to produce consistently high-quality work within expected time frame for completion. Ability to work with minimum guidance/supervision, and to work with a teamwork approach with co-workers. Willingness to take on additional administrative tasks as assigned Must ensure an ongoing focus on required administrative duties and also possess the initiative to identify and follow-up on potential areas for improvement. Work process oriented. Builds strong relationships, shows willingness to assist others, and seeks opportunities to collaborate across the BU to achieve business goals. Promotes teamwork among different groups by showing respect for others (a “we” versus “they” approach to working.

What we offer

An inclusive environment of belonging where we respect one another and where our success reflects the diverse backgrounds, experiences, ideas and perspectives of our employees.

A unique culture of SPIRIT – Safety, People, Integrity, Responsibility, Innovation, Teamwork A learning organisation that encourages, supports, and celebrates innovative ideas

ConocoPhillips Australia encourages and welcomes applications from all members of the community. If we can make adjustments in our recruitment process to ensure we can get to know you in the best way possible, feel free to let us know so we can accommodate you.

Come and realise your full potential at ConocoPhillips We look forward to receiving your application

In this role you will be employed by one of ConocoPhillips’ third-party labor hire providers. You will not be an employee of ConocoPhillips and the terms and conditions of your employment will be subject to an employment agreement with ConocoPhillips’ labor hire provider.

Apply Before: July 14, 2024

Sponsorship:

ConocoPhillips’ sponsorship for employment authorization in the country where this job is located is NOT available for this position.

EEO:

ConocoPhillips is an equal opportunity employer.

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