Personal Administrative Coordinator

Entity:

Finance

Job Family Group:

Finance Group

Job Description:

The Personal 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 us

At 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 ( https://exploreyourbenefits.com/landing.html) 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 process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

How much do we pay (Base)? $87,000 - $117,000 *Note that the pay range listed for this position is a genuinely expected and reasonable estimate of the range of possible base compensation at the time of posting.

This position offers paid vacation depending on your years of relevant industry experience and will range from 120 – 240 hours of vacation per year for full times employees (60 - 240 hours of vacation per year for part time employees). You will also be eligible for 9 paid holidays per year and 2 personal choice holidays. You may learn more about how we calculate paid vacation and view our generous vacation and holiday schedules at benefits@bp. Bp has a parental leave policy as well, which offers up to 8 weeks’ paid leave for the birth or adoption of a child. Learn more at benefits@bp.

We offer a reward package to enable your work to fit with your life. These offerings include a discretionary annual bonus program, long-term incentive program, and generous retirement benefits that include a 401k matching program. These benefits may include a pension for eligible employees. You may learn more about our generous benefits at benefits@bp.

As part of bp’s wellbeing package, bp offers access to health, vision, and dental insurance, as well as life and Short-Term Disability and Long-Term Disability. You may learn more about our generous benefits at benefits@bp.

Travel Requirement

No travel is 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:

Accounting policy, Accounting Processes and Financial Systems, Analytical Thinking, Analytics, Business process control, Business process improvement, Customer centric thinking, Data Analysis, Digital Automation, Digital Fluency, Financial Reporting, Internal control and compliance

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.