Program Coordinator
BP - Burlington, MA

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Role synopsis
The Operating Academy is a Group level (Upstream, Refining & Marketing, Other Business & Corporate, Safety & Operational Risk) program aimed at Senior Leaders engaged in operations, wells, projects, or engineering, with an offering for Senior Executives. The programs are delivered in partnership with the Massachusetts Institute of Technology (MIT), and depending upon the program, contain underpinning themes of:
•Risk Management and Process Safety
•Systematic Management and its relationship to Operating Management System (OMS).
•Design of Work and Continuous Improvement (CI).
•Leadership, Organization & Culture in operations.
•Asset Life Cycle Management
•Building a strong community of Senior Leaders across the company which owns impacts and continues to develop BP’s approach to operating.
The role will provide broad administrative services, events management, and day-to-day administrative tasks in support of the Cambridge office, ensuring safe and smooth delivery of the Operating Academy program.
The role is based in Cambridge, MA.
Key accountabilities
•Assisting Directors with the logistical coordination and integration of Term programs before, during, and after delivery.
•Responsible for arranging and communicating local logistics (e.g., ground transportation and hotel accommodations) for domestic and international BP executives, speakers, and visitors, and communicating arrangements with executives and their personal assistants.
•Providing support to international and domestic participants and visitors while they are in Cambridge, including ensuring that speakers have materials needed for participation, and also for any BP issues/work while they are visiting.
•Engage with Cadre members and serve as liaison between Cadre members and MIT Staff.
•Working with MIT staff to co-ordinate learning materials preparation, catering needs, local transportation and evening events during each one or two week executive education program.
•Working with MIT staff and Cadre members to arrange and coordinate appropriate social events in and around Cambridge during the course of each program.
•Responsible for BP materials during the Term, session presentations, process safety moments, posters, hazard hunts, etc.
•Active program participation during delivery of program (approximately eight two-week terms are held each year), including staying onsite during terms, evening and weekend work sessions and required social events.
•Work with Directors to secure BP speakers; maintain database of speakers and communications
•SharePoint knowledge and use required to maintain the joint Academies SharePoint site, including ensuring that Cadre has and understands SharePoint access.
•Maintain external vendor relationships (program needs, calendar, BP policies, branding, etc.)
•Provide broad administrative program support before, during and after each Term.
•Perform general office administrative duties to ensure day-to-day efficient and safe running of the BP Cambridge office, including word processing, administrative writing, correspondence, mailing, courier, office inventory, office meetings, arranging travel, preparing travel expenses, presentation research and preparation, assisting in resolution of IT issues.
•Provide financial and accounting support, including processing and tracking of invoices and researching invoice/payment information. Program and BP program and personal T&E spend.
•Other projects/task in support of the Program and Capability Team activity as directed by Directors.
Essential Education
High School degree
Essential experience and job requirements
•Must be fluent in English.
•Broad administrative and events management experience.
•Strong planning and organizing skills and able to act on own initiative, showing good judgment.
•Must be able to deal with and prioritize several requests at the same time.
•Capable and comfortable of working with teams as well as senior individuals and executives.
•Able to work in a proactive manner, demonstrating a sense of urgency and energy to achieve results.
•IT skills should include a good working knowledge of Sharepoint site management and the Microsoft Office Suite of programs.
•Able to demonstrate a personal concern for the safety and wellbeing of others, and understand and embrace BP policies and procedures, including HSSE and Group Values & Behaviours.
Other essential skills and knowledge
•Bachelor's Degree preferred, ideally in administration, events management or similar
•Willingly takes the lead when challenges occur
•Promotes open and effective communication
•Uses a range of styles to influence and gain enrolment
•Builds networks to effectively share knowledge
•Actively seeks out know-how and best practice, related to own area of contribution
•Actively engages and respects contributions of others, in face-to-face or virtual meetings
•Demonstrates openness to new ideas
Desirable criteria & qualifications
•Conversational ability in non-English languages.
•Multinational experience with non-US cultures and English as a second language speakers.
•Photographic/desktop publishing capability.
Relocation available
Travel required
Is this a part time position?
About BP
Our business is the exploration, production, refining, trading and distribution of energy. This is what we do, and we do it on a truly global scale. With a workforce of 80,000 employees, BP operates with business activities and customers in more than 80 countries across six continents. Every day, we serve millions of customers around the world. We are continually looking for talented, committed and ambitious people to help us shape the face of energy for the future.
Safe, reliable operations in BP - including both personal safety and process safety - is of critical importance to the group and are BP's number one priority. The purpose of the Safety and Operational Risk Function (S&OR) is to drive improvements in operational safety, health, environmental performance, security (including crisis management) and integrity management across BP's day-to-day operations. Implemented through operational leadership, S&OR's task is to create throughout the company a sustainable framework and supporting systems to underpin performance improvement, ensure sufficient capability and verify compliance.
If you are selected for the position, your employment will be contingent upon submission to and successful completion of a post-offer/pre-placement drug test (and alcohol screening if required by the role) as well as pre-placement verification of the information and qualifications provided during the selection process.
BP is an equal opportunity employer.
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BP p.l.c. (BP) is an oil company, operating through its subsidiaries. With effect from January 1, 2008, it operated in two business...