Personal Assistant to VP Digital, AI & Engineering

bp; Greater London; Hybrid; GBP 52,000 - 76,000; Full time

Benefits offered by this job

Healthcare

Retirement plans

Flexible benefits

Agile working

Job summary

bp in the United Kingdom seeks a dedicated executive assistant to support the VP Digital, AI & Engineering and leadership team. You will manage calendars, email, travel, expenses and confidential communications, coordinating with global partners.

The role demands discretion, multi-tasking, and strong relationship building across bp functions, with hybrid office/remote working and opportunities to influence efficiency and planning.

Qualifications

• Experience supporting senior leaders or C-suite executives.
• Excellent organizational and multi-tasking abilities.
• Discretion and confidentiality when handling sensitive information.

Responsibilities

• Meticulously manage the VP’s calendar, inbox, priorities and commitments.
• Coordinate team agenda, objectives and information for meetings and conferences.
• Develop strong working relationships with bp partners and stakeholders.
• Support digital/AI-enabled tools to improve administrative efficiency.
• Prepare presentations, reports and meeting minutes; draft timely correspondence.
• Organise travel, meetings, venues and attendee logistics for internal/external groups.

Skills

Diary management

Calendar coordination

Email handling

Travel arrangements

Stakeholder liaison

Communication

Microsoft Office

Procurement tools

Tools

Microsoft Office Suite

Concur

JDE

Job description

Entity:

Technology

Job Family Group:

Business Support Group

Job Description:

This is an exciting opportunity to support the VP Digital, AI & Engineering and other members of the Digital Technology Leadership team in terms of the VP’s calendar, travel arrangements, expenses and emails as required.

The role is required to support the Digital leadership in the day-to-day functioning and includes co-ordination with other functions/ departments across bp. The role would demand a high degree of confidentiality, strong multi-tasking skills and the ability to work effectively with people across various functions.

Key Accountabilities:

• Meticulously run the calendar, inbox, priorities, and contending commitments of the VP Digital, AI & Engineering, acting as a trusted delegate to proactively anticipate needs, resolve scheduling conflicts, and enhance leadership effectiveness in a fast-paced environment.
• Be closely involved with issues relating to the team agenda, objectives and accountabilities to ensure that matters are dealt with in an efficient and effective manner, involving networking and engaging with team members. Including ensuring that the VP is equipped with all necessary information regarding meetings and conferences.
• Develop strong working relationships across the organisation and act as a trusted liaison between the VP Digital, AI & Engineering and key partners.
• Support the use of digital and AI-enabled tools to streamline administrative processes, improve information management, automate routine activities where appropriate, and enhance team productivity.
• Assist in developing presentations and reports, producing correspondence, meeting agendas and meeting minutes, and improving meeting effectiveness through preparation of attendees.
• Handle outbound correspondence from a variety of inputs (email, draft letters, etc.), preparing accurate outgoing communications in a timely manner that reflect the highest professional standards.
• Manage all required meetings and senior visit related logistics (i.e. venue booking, issuing agendas, inviting attendees and monitoring responses, ensuring effective use of technology during meetings/events).
• Work with C&EA to coordinate, organise and administer communications and arrangements for internal and external group meetings, events and conferences.
• Co-ordinate and schedule travel arrangements for the VP and support the leadership team as required.
• Coordinate and host visitors on site.
• Prepare reports and presentations, process invoices, expenses and provide clerical support to the VP. Create and maintain registers and financial spreadsheets as well as other administrative tasks.
• Support onboarding activities for new team members (e.g. ordering office equipment, mobile phones, supporting corporate credit card applications, updating GAL, etc.) and off-boarding activities for leavers (e.g. updating GAL distribution lists, systems access, etc.) as the need arises.
• Filing and maintenance of records and ensuring proper documentation with the highest level of confidentiality.

Requirements of the role:

• Strong emotional intelligence with interpersonal and influencing skills and the ability to build trust and effective working relationships.
• Can adapt to a variety of leadership and working styles, and provide proactive support in a fast-paced, rapidly evolving environment.
• Able to produce work to a high standard with minimal rework due to error and work efficiently with minimal supervision.
• Ability and comfort to work with ambiguity and in a high pressured environment.
• Significant experience in intelligent diary management.
• Experience of operating in an international business.
• Experience of working across global teams.
• Experience using procurement system
• Experience using AI to improve productivity
• Able to manage multiple complex travel arrangements.
• Proven track record of fielding issues and delegating / raising issues as appropriate.
• Excellent communication skills, both verbal and written.
• Excellent team working skills essential and a “can do” positive attitude.
• Superior knowledge of the Microsoft Office Suite and other financial applications (i.e. Concur, JDE etc).

At bp, you’ll be part of an inclusive environment where diverse perspectives are valued, and where your contribution to performance and integration matters. We invest in the growth and wellbeing of our people, providing the resources, networks, and development opportunities needed to thrive.

Our total rewards package includes competitive pay, bonuses, share options, and a range of flexible benefits designed to meet your needs — from healthcare and retirement plans to paid time off and agile working. We recognise that people have multifaceted lives, and we strive to offer a career experience that reflects that.

Location:

Please note that roles based out of Sunbury will move to Timber Square, Southwark, from Q4 2027

Travel Requirement

Negligible travel should be expected with this role

Relocation Assistance:

This role is not eligible for relocation

Remote Type:

This position is a hybrid of office/remote working

Skills:

Adaptability, Authenticity, Collaboration, Communication, Continuous Learning, Courage, Creativity and Innovation, Curiosity, Decision Making, Digital Fluency, Ethical judgement, Excellence, Influencing, Knowledge Sharing, Listening, Managing volatility, Problem Solving, Resilience, Self-Awareness, Stakeholder Engagement, Stakeholder Management, Understanding Emotions, Writing skills

Future Location Notice: This role will start in St James’ Square, London. bp has announced a planned office move to Timber Square, London, with all positions currently advertised in St James’ Square, including this one, expected to relocate around Q4 2027-Q1 2028. This presents an exciting opportunity for all employees and leaders to come together in one London location. The specific date of the move will be confirmed closer to the time.

Legal Disclaimer:

We are an equal opportunity employer. We do not discriminate on the basis of protected characteristics like race, religion, color, sex, national origin, sexual orientation, veteran status or disability status.Individuals with an accessibility need may request an adjustment/accommodation related to bp’s recruiting process (e.g., accessing the job application, completing required assessments, participating in telephone screenings or interviews, etc.). If you would like to request an adjustment/accommodation related to the recruitment process,please contact us.

If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy. This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.