Team Assistant

Castrol is one of the world’s leading lubricant brands, serving customers and consumers in the automotive, marine, industrial and energy sectors. Castrol brands are recognised globally for their premium quality and high performance, shaped by the company’s commitment to innovation and cutting-edge technology. With products sold in more than 150 countries, Castrol has helped keep things moving on roads and racetracks, air, sea, and space for over 125 years.

Whether you're just starting out or ready for your next big move, you're in the right place to explore an exciting career with Castrol.

Job description

Role Summary

As a Team Assistant, People & Culture, you will provide proactive support to the P&C Leadership Team and wider function, ensuring the effective coordination of priorities, seamless day-to-day operations, and high-quality stakeholder experience in a fast-paced environment.

Key Accountabilities

Executive & Team Support

• Provide proactive diary management support for P&C leadership, ensuring meetings, priorities and commitments are effectively coordinated.
• Manage and prioritise calendars in a strictly confidential manner, ensuring timely and effective communication
• Coordinate leadership meetings, workshops and team events, including scheduling, logistics, preparation of materials and management of follow-up actions.

Travel, Expenses & Administration

• Manage and coordinate international travel arrangements, including itineraries, visa requirements and logistics, ensuring a seamless travel experience and effective contingency planning
• Manage expense administration activities, including collating receipts, preparing monthly expense submissions, reconciling expenses, and ensuring timely submission.
• Support vendor administration, purchase orders and other operational activities as required.

Stakeholder Coordination

• Liaise with internal and external contacts in the course of handling business arrangements.
• Partner with Executive Assistants, Team Assistants and business support teams to facilitate seamless collaboration and alignment across the organisation.
• Support the coordination of leadership communications and team activities, ensuring high standards of professionalism and responsiveness.

Team Operations & Onboarding

• Coordinate onboarding activities for new team members, including equipment requests, system access, distribution list updates and other joining requirements.
• Support off-boarding activities, ensuring timely completion of access changes, distribution list updates and other departure processes.
• Maintain accurate team records, documentation and organisational information.

Behavioural Requirements

• Strong organisational and prioritisation capabilities, with the ability to manage competing demands in a fast-paced environment.
• Highly collaborative, responsive and solution-oriented working style.
• Demonstrates sound judgment, professionalism and integrity at all times.
• Maintains the highest standards of confidentiality and discretion when dealing with sensitive business and people matters.

HSSE Accountabilities

• Follow the HSSE requirements specified in OMS and contribute to the delivery of safe, compliant and reliable operations.

Legally required training & accountabilities

• Legally required training to be completed as per the Ethics and Compliance calendar and any other mandatory programs as would be assigned from time to time.

Experience & Qualifications

• Proven track record as executive assistant, team assistant, or office management support within global businesses across geographies
• Strong organisational and planning skills, with the ability to manage multiple priorities simultaneously.
• Excellent communication and stakeholder management skills.
• High attention to detail and ability to handle confidential information with discretion.
• Strong proficiency in Microsoft 365 applications, including Outlook, PowerPoint, Excel, Word, and Teams.
• Experience coordinating meetings, events, travel, and budgets.
• Ability to work independently while collaborating effectively across teams.
• Experience supporting HR, People & Culture, or business leadership teams is desirable.

Privacy

The Castrol entity recruiting for this role is the data controller for the personal information you provide. We use it to assess your application and to manage the recruitment and onboarding process. We may share it with service providers who support our recruitment, and it may be transferred to other Castrol entities internationally under appropriate safeguards. We keep it only for as long as necessary. For details of how we use your information and your data protection rights, contact privacy.response@castrol.com.

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 Castrol recruiting process (e.g., accessing the job application, completing required assessments, participating in telephone screenings or interviews, etc.).

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.