Personal Assistant

Entity:

Customers & Products

Job Family Group:

Business Support Group

Job Description:

Are you ready to join a team that’s driving the future of lubricants & beyond and setting new industry standards? Discover how our diverse and passionate people at Castrol are shaping the industry – and how you can be part of this journey.

We’re seeking talented experts who share our passion for innovation and perfection. Bring your outstanding perspective, collaborative spirit, and challenge our thinking as we continue to own the way in the lubricants market & build businesses beyond lubricants. This is your chance to learn, grow, and thrive in a dynamic and inclusive organization.

Apply now!

Castrol is a global leader in lubricants and part of the bp Group, one of the world’s largest energy companies. In India, Castrol is a publicly listed company, leading in the Automotive, Industrial, and Marine lubricant sectors. With iconic brands, relentless innovation, strong customer relationships, and a team of highly motivated employees, we have maintained our market leadership in India for over a century. Our robust manufacturing and distribution network in India helps us reach consumers through more than 135,000 outlets.

At Castrol, success knows no bounds. We offer a fast-paced learning environment where you can develop your career, whether in specialized functions or on a general management track. Castrol India has a proud legacy of nurturing top talent for leadership roles, both locally and globally.

We are currently looking for Personal Assistant to MD CIL based at Mumbai with details mentioned below.

Job Purpose
To lead and coordinate the administrative needs of the lubricants business and provide personal Assistant support for the MD- CIL. This role will be responsible for assisting in day-to-day administrative tasks like diary maintenance and e-mail managing correspondence and other ad hoc administrative requirements. The incumbent of this role is required to be closely involved with issues relating to the MD's agenda, objectives, and accountabilities to ensure that matters are dealt with in an efficient and effective manner involving networking and engaging with other team members

Key Accountabilities
Administration and Communications Lead:

• Acting as the first point of contact for both internal and external visitors wishing to contact Managing Director and the Board of Directors.
• Construct, format and circulate all Lubes specific communications as appropriate.
• Proof reading of corporate documentation, review, analysis and preparation of reports and presentations.
• Administration of day-to-day tasks including, but not limited to minuting meetings, the preparation of reports and presentations, invoice processing, processing of internal expenses, the creation and maintenance of registers and financial spreadsheets, general typing of correspondence and other administrative tasks.
• Booking all travel arrangements including detailed itineraries for each trip.
• Creating and maintaining respective business’ contact lists and owning and maintaining various Address Lists.
• Produce work to a high standard with minimal rework due to error and work efficiently with minimal supervision.
• Responsible for managing for employee related tools (Non HR related)
  
  

Diary and Correspondence Management

• Diary and appointment management such that there is a high grade of customer service, a balance between meetings and desk time, and activities are appropriately prioritised.
• Manage inbound correspondence through effective prioritisation and negotiation of workflow where required.
• Manage internal reporting requirements like expense reporting & submission, Gift and Entertainment Register on behalf of the Managing Director.
• Manage outbound correspondence from a variety of inputs (e-mail, draft letters, prepare accurate outgoing correspondence in a timely manner, which reflects the highest professional standards.
• Ensure confidentiality of all work
  
  

Meeting/Event Management:

• Pro-active organisation & preparation of CIL Board Meetings, CLT meetings, Sales Meetings and Conferences and itineraries for visitors.
• Ensure meeting attendees are aware of any changes in agendas or attendance in advance of the event.
• Managing all required meeting related logistics (i.e. venue booking, issuing agendas, invite attendees and monitor responses, ensure effective use of technology at the time of the meeting/event).
• Organise special events, such as away days, customer events, performance reviews, celebrations etc.
  
  

Relationship Management:

• Ensure communication of internal policy and administrative requirements, as well as other SPU activity and news, to all members as appropriate.
• Effective connect & relationship management with the CLT members.
  
  

Continuous Improvement:

• Simplify and standardize office processes. This includes distribution of admin tasks, file management, meeting preparation with supporting documents, reporting and communication.
  
  

Education - A university degree (in accounting, commerce, economics etc).

Experience - Should have a minimum of 10 plus years of experience

Skills & Competencies

• Enjoy building harmonious, productive working relationships
• Proven experience in supporting senior executives
• Good people management skills
• Excellent communications and interpersonal skills
• Superior knowledge of the Microsoft Office Suite and other financial applications (i.e. e-Expenses, power-print, etc.)
• Superior organisational and influencing skills
• Experience in Project Management
  
  

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Travel Requirement

Some travel may be required with this role, this is negotiable

Relocation Assistance:

This role is eligible for relocation within country

Remote Type:

This position is not available for remote working

Skills:

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

Legal Disclaimer:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, socioeconomic status, neurodiversity/neurocognitive functioning, 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.