Job Specifications
Job Title: Office Administrative Assistant
Job Location: London, North Colonnade (3 days onsite & 2 days Remote)
Contract Length: 12 months
Industry: Oil and Energy
Working Hours: 7.5 per day / 37.5 per week
Role Overview:
Legal is looking for an Office Administrative Assistant to cover maternity leave at our Canary Wharf office.
The Office Administrative Assistant provides central support for all administrative and logistical needs. As the first point of contact for Legal, they assist with a wide range of tasks—from formatting and editing documents (Word, Excel, PowerPoint, PDFs) to troubleshooting expense reports, managing office supplies, submitting IT and facilities tickets, and liaising with AV support when required. They also coordinate meeting logistics, including room bookings, material preparation, and organising team socials.
A key part of the role involves onboarding Legal employees and contractors—setting up desks, arranging site inductions, and ensuring new joiners have everything they need, from laptops to access badges.
Reporting to a Managing Counsel in the Legal team, the Office Administrative Assistant will also be part of a small global team, working alongside colleagues in Sunbury, Chicago, and Houston. This team collaborates closely to align operations across offices, ensuring the function runs in parallel across locations.
We’re seeking someone who can manage multiple tasks with efficiency and precision. As the first point of contact, strong communication skills and a helpful, approachable manner are essential. The role also involves handling sensitive information, so maintaining confidentiality while supporting the Legal team is crucial.
What you will do:
Coordinate onboarding and access for new joiners and secondees.
Manage desk setups, room bookings, and site inductions.
Handle admin tasks including courier services, Iron Mountain invoicing, and expense support.
Maintain internal documents and welcome communications.
Assist with scheduling, logistics, and materials preparation for meetings, and organising team and social events.
Assist with formatting and editing documents (Word, Excel, PowerPoint, PDF).
Assisting with additional global office support
Host visitors and manage badging and escorting logistics.
What you will have:
High quality academic background with native / fluent spoken and written English language skills.
Highly organised and forward-thinking
Strong interpersonal and communication skills
Adaptable and proactive in handling diverse tasks
Committed to maintaining a positive and inclusive workplace culture
Work well alongside others and in a team
The ability to self-motivate and to deliver under pressure
Knowledge of Microsoft programs
About the Company
We believe the world wants and needs a better and more balanced energy system that delivers secure, affordable and lower-carbon energy.
We're playing our part by investing in today's energy system, which is mainly oil and gas – and, not or – in our transition and the energy transition.
While today we’re mostly in oil and gas, we increased the proportion of our global annual investment that went into our lower carbon & other transition businesses from around 3% in 2019 to around 23% in 2023.
Increasing investment in these ...
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