Senior Administration Assistant

at  ConocoPhillips

WHO WE ARE

We are one of the world’s largest independent exploration and production companies, based on proved reserves and production of liquids and natural gas. With operations and activities in 13 countries, we explore for, develop, and produce crude oil and natural gas globally. We are challenged with an important job to safely find and deliver energy to the world. Our employees are critical to our success, and with them we power civilization.
We’re grounded by our SPIRIT Values – safety, people, integrity, responsibility, innovation, and teamwork. These values position us to deliver strong performance in a dynamic business – but not at all costs. We believe it’s not just what we do – it’s how we do it – that sets us apart.
We strive to make a significant difference in the communities where we live and operate. We create an inclusive environment that values all voices and opinions. Together, the different backgrounds, experiences, ideas, and perspectives of our employees drive our success.

JOB SUMMARY

An exciting 12 month opportunity for an experienced Senior Administration Assistant.

JOB DESCRIPTION

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.

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

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