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Team Administrator - GGPD

Reports toPA & Team Co-ordinator for Global Gas Power and DerivativesTypePermanent 
AreaGas, Power & DerivativesLocationLondon
Posted10/05/2017  
 
 

About us

Gazprom Marketing & Trading (GM&T) is a subsidiary of the Gazprom group - the world’s largest gas producer and one of the world's largest energy companies. Headquartered in London, GM&T operates to provide Gazprom group with a global marketing reach, round the clock operational coverage and excellent customer service. Established in 1999, GM&T has grown from a single office in London into a truly global organisation, with around 1000 employees worldwide. With offices in Europe, Asia and the USA, GM&T trades energy commodities including gas, power, oil, LPG, helium, emissions, LNG and FX and also operates a retail business, trading as Gazprom Energy.

Our culture is defined by our people. Through living our values every day we continue to create a culture that enables us all to succeed. We work as one team with our customers, our parent company and each other in order to understand each other’s needs. With an unstoppable passion for excellence, growth and learning, we’re committed to creating an environment that fosters the development of knowledge, skills and experience, so that our people can thrive and prosper in their careers with us. We believe that we have the best team in the industry which makes us a trusted partner across international capital and energy markets. Our diverse employee base, with a wealth of expertise, knowledge and experience makes GM&T a truly exciting place to work. We encourage new ideas and initiatives as innovative thinking is central to how we do business. Most importantly, we are a growing and developing business where inspired individuals can make a difference and help shape our future.

Role objectives

The role of the GGPD (Global Gas, Power & Derivatives) Team Administrator is to help support the activities and work of the Executive Assistant & Lead Team Co-ordinator. They will predominantly pick up ad hoc administrative support for the GGPD team members.

Duties & Responsibilities

  • Assist in booking travel for the CCO, General Manager and Heads of Desks, including transfers and visas
  • Process expenses for approx. 10 people
  • Calendar management, including organising complex internal and external meetings
  • Book restaurants for breakfasts, lunches and dinners
  • Collate weekly notes from Heads of Desks and send to GM
  • Liaise with our Finance Business Partner on any budget approvals that are required prior to getting documents signed by the GM
  • Assist in arranging client hospitality/entertainment events both on-site and off-site
  • Project admin support when applicable
  • Maintaining department holiday rota
  • Photocopying, printing and binding
  • Ad hoc admin requirements
  • Update intranet
  • Assist in arranging department annual team building event
  • Assist in arranging team away days
  • Liaising with IT Helpdesk when required
  • Ordering business cards for the department
  • Stationary orders
  • Maintaining the Contacts database
  • New starter set up – IT form, desk allocation, distribution lists
  • Support new-starters on an administrative/ logistical level
  • Travel advice/guidance on systems
  • In house travel system super-user
  • SAP advice/guidance on systems
  • Assist with complex external meetings
  • Logging documents on Executive Department document action tracking system
  • Assisting with arranging couriers
  • Assist with Credit card applications
  • Processing purchase orders
  • Cover for EA to the Directors annual leave and other absence, when required
  • Logging letters that our department receive from our Parent Company on the internal Stakeholder tracker

Skills & Competencies

  • Excellent written and spoken English including grammatical proficiency.  Language skills in Russian would be an advantage (although not essential)
  • Thorough organisational, planning and administrative skills
  • Able to book complex and detailed travel arrangements with last minute changes
  • Excellent interpersonal skills and relationship management capabilities
  • Solid understanding of MS Office (Outlook, Word, Excel, PowerPoint)
  • Concern for accuracy and ability to meet tight deadlines
  • Keeping calm and able to manage stress levels
  • Able to cope with multiple priorities and changing environment
  • Prove track record of working under pressure in a demanding environment
  • Able to ensure the highest levels of confidentiality at all times
  • Professional attitude
  • Able to work as part of a team as well as individually
  • Good time keeping is key due to the nature of the department (hours 8.30am to 5pm) & flexibility of needing to come in a bit earlier or work a little later is essential.

Experience

  • Previous experience in administrative and/or PA positions within a corporate and busy trade floor environment
  • Experience of working in an international organisation with overseas parent companies an advantage
  • Knowledge of Russian business environment an advantage

Education

  • Strong academic track record
  • Degree level education (or equivalent) preferable
  • Formal secretarial training preferred but not essential