Personal Administrative Coordinator

Entity:
Finance Job Family Group:
Finance Group

Job Description:

The Person al Administrative Coordinator provides high‑quality administrative, operational, and logistical support to the M&C Americas Finance organization.

The role acts as a strategic partner to Finance leadership, supporting not only administrative execution but also agenda prioritization, meeting effectiveness, and leadership preparedness through proactive judgment and anticipation of needs.

This position enhances team effectiveness by managing Finance‑specific recurring processes, ensuring smooth execution of administrative routines, and enabling effective support of broader M&C Americas priorities.

Key Accountabilities Finance Operational Support Acts as primary point of coordination between Finance leadership, Shared Services, and operational teams to resolve issues efficiently.

Execute and track administrative workflows for Iron Mountain vendor services, including quote requests, PO setup, invoice intake, and approval coordination across systems, ensuring accuracy and timeliness of payments.

Check printing twice weekly, including coordination with financial institution.

P‑card / invoice support.

Coordinate and support operational administrative activities, including issue management, service updates, and process execution.

Gift card inventory management: track, reconcile, distribute securely.

Letters of Credit file management: maintain repository of original letters, release to banks as requested.

Other duties as assigned.

Administrative & Executive Support Partners with leadership to shape meeting agendas and objectives, ensuring time is focused on the most critical topics.

Supports preparation for senior leadership and governance forums by coordinating inputs, materials, and narrative alignment.

Calendar support for Finance leadership.

T&E / Concur support.

Correspondence, file management, SharePoint upkeep, distribution lists, absence tracking.

Support onboarding for new joiners.

Event & Conference Coordination Supports strategic planning for leadership events and offsites, ensuring agendas, materials, and logistics align with desired outcomes.

Arrange catering, logistics, rooms, technology setup.

Skills & Competencies Strong communication and stakeholder management skills, with confidence partnering with senior leaders.

Demonstrated ability to anticipate needs, exercise sound judgment, and operate with minimal direction.

Highly organized with strong attention to detail, discretion, and the ability to manage multiple competing deadlines.

Proactive problem solver with an analytical mindset; able to connect operational details to the broader business context.

Comfortable operating in large, complex organizations with competing priorities and matrixed stakeholders.

Strong digital fluency, including proficiency in Microsoft Office, Teams, and Concur, with interest in automation, AI‑enabled tools, and continuous improvement.

Experience & Qualifications Prior experience supporting senior‑level leaders (SVP or equivalent) in larger or more complex organizations.

Experience in roles that blend administrative support with program coordination, analytical support, or business operations.

Finance‑adjacent operational experience (e.g., expenses, reconciliations, invoices), ideally within retail or operations‑driven environments, preferred.

Experience with shared services or distributed teams is a plus.

Exposure to digital transformation, process improvement, or AI adoption initiatives a plus.

Why join usAt bp, we support our people to learn and grow in a diverse and ambitious environment. We believe that our team is strengthened by diversity. We are committed to fostering an inclusive environment in which everyone is respected and treated fairly.

There are many aspects of our employees' lives that are meaningful, so we offer benefits ( ) to enable your work to fit with your life. These benefits can include flexible working options, a generous paid parental leave policy, and excellent retirement benefits, among others!

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview…