1. VIVIENNE KIRK
Sunbury-on-Thames, Middlesex
Mobile: 07790 709547 Home: 01932 784759
Email: vivienne_kirk77@hotmail.com
PERSONAL ATTRIBUTES
Personal / Team Assistant experienced in providing efficient and highly confidential support to senior managers
and possessing a thorough knowledge of administrative office procedures and processes. Career
accomplishments confirm flexibility and the ability to become quickly effective and productive in changing roles
and environments. Good co-ordinator, excellent attention to details, problem solving, planning, ability to see
activities through, conscientious and diplomatic.
KEY SKILLS
Highly proficient in Word, Power Point, Excel and Outlook
Used to working in roles where a high degree of accuracy has been essential
SharePoint/Navitas
BP travel system
BP e-expenses system
BP DMS(Open Text)/Invoicing system
EMPLOYMENT HISTORY
BP plc, Sunbury
PA GOO – Central Operations (Maternity Cover) November 2015 - present
Supporting the VP and Directors plus their teams.
• Plan and organise workload on a daily basis to meet deadlines
• Look after the VP’s calendar and arranging all his meetings
• Arrange events, conferences and meetings – onsite and offsite, sourcing venue when required
• Help out on the Just Culture website, giving access to newly trained staff
• Booking all travel - Flights, hotels, taxis, visa requirements and prepare itineraries for the VP
• Liaise with team members based in Houston
• Maintain distribution lists
• Monitor and document team movements and holidays
• Complete the VPs expenses on a monthly basis
• Monitor and order stationery when required
• Booking Meeting rooms
• Carry out any ad hoc requests as they come along
• Order catering for meetings when required
• Point of contact for new starters, booking Inductions & raising tickets for new equipment
• P Card administrator
• Team Fire warden
BP plc, Sunbury
PA/TA S&OR - Operational Risk, Central Investigation & Learning August 2014 – Nov 2015
Supporting the VP and Director plus their teams.
• Plan and organise workload on a daily basis to meet deadlines
• Arrange events, conferences and meetings – onsite and offsite, sourcing venue when required
Page 1 of 3

2. • Attend weekly team meetings and take minutes, type up and send out
• Update SharePoint documents on both sites
• Office Safety Champion for the Risk team
• Prepare Investigators certificates, print and send out
• Booking all travel - Flights, hotels, taxis, visa requirements and prepare itineraries
• Liaise with team members based in Houston
• Maintain distribution lists
• Monitor and document team movements and holidays
• Monitor and order stationery when required
• Booking Meeting rooms
• Carry out any ad hoc requests as they come along
• Order catering for meetings when required
• Point of contact for new starters, booking Inductions & raising tickets for new equipment
• P Card administrator
• Team Fire warden
BP plc, Sunbury March 2010 – July 2014
Team Assistant, Azerbaijan Business Unit
I supported two team Leaders plus their teams. When I was looking to move roles after the TAS project finished
in March 2010 there were no PA roles available on the Sunbury site therefore I took a TA role rather than leave
BP as I enjoy working here.
• Plan and organise workload on a daily basis to meet deadlines
• Arrange events, conferences and meetings – onsite and offsite, sourcing venue when required
• Ensure costs are within specified budgets
• Keep the Organisation charts updated on a regular basis and print
• Update the Lessons Learned Posters and print for the Atrium
• Booking all travel - Flights, hotels, taxis, visa requirements and prepare itineraries
• Maintain distribution lists
• Monitor and document team movements and holidays
• Monitor and order stationery when required
• Booking Meeting rooms
• Meet and escort visitors, projecting a good company image and make them feel welcome
• Carry out any ad hoc requests as they come along
• Order catering for meetings when required
• Team Fire warden
BP plc, Sunbury April 2007 – March 2010
Personal Assistant, HR Talent & Resourcing/TAS Programme
• Supported 2 managers
• Maintained both their diary and meeting schedules, anticipate any materials needed and prepare in advance
• Handle information in a confidential manner
• Plan and organise workload on a daily basis to meet deadlines
• Arrange events, conferences and meetings – onsite and offsite, sourcing venue when required
• Ensure costs are within specified budgets
• Booking all travel - Flights, hotels, taxis, visa requirements and prepare itineraries
• Prepare expenses, submitting and posting the invoices
• Co-ordinate and schedule candidate interviews liaising with 3rd party suppliers
• Maintain distribution lists
• Preparation and distribution of programme communications to the team and stakeholders
• Monitor and document team movements and holidays
• Invoice management, filing, coding and approving invoices
Page 2 of 3

3. • Monitor and order stationery when required
• Meet and escort visitors, projecting a good company image and make them feel welcome
• Carry out any ad hoc requests as they come along
• Order catering for meetings when required
• Team Fire warden
This role came to an end because the TAS Project finished.
BP plc, Stockley Park July 2006 - April 2007
Team Assistant, DCT Functions Leadership Team
• Ad hoc requests for team including new starters/inductions, IT issues and day to day support
• Organise team meetings, logistics, material needed and issue agendas
• Assist in diary management and meeting schedules for the team
• Arrange events, conferences and meetings including teleconferences and video conferences, viewing the
venue when required and negotiating deals with the external vendors.
• Arrange travel arrangements, flights hotels, visas for the team and provide itineraries
• Maintain distribution lists
• Monitor and maintain stationery cupboard
• Update team organisation chart, adding and removing staff to make sure continually up to date
• Liaise extensively with people at all levels, customers and internal departments
• Maintain emergency contact and NOK list
• Provide PA cover to the VP and the office manager when off sick or on holiday
• Provide the weekly whereabouts and holiday records for the team
• Assist with new starters, and any assistance/information they require
DHL Courier Company July 1986 – July 2006
Personal Assistant
I was employed by DHL the courier company for 20 years until they were taken over and many of us were made
redundant.
• PA support to senior managers, maintaining and controlling their diaries, booking travel, organising European
and UK trips.
• Collating and preparing documentation and presentations for all their meetings.
• Co-ordination of the team’s personnel processes (annual appraisals, service awards, bonuses etc).
• Maintaining the department’s database.
• Also assisted with the project planning for the team.
• I worked for the HR manager during this time and had full access to all personnel files therefore confidentiality
was essential.
HOBBIES AND INTERESTS
• Reading, Pilates, Walking, Historical places of interest, Theatre
Page 3 of 3