- Shell Oil Company seeks such a self-motivated Executive Assistant to join our corporate office.
- You will support the Regional Manager, providing administrative support, coordination, organization and information management to the manager and their team.
- You will be an active member of the team, working to ensure the business goals are attained in a safe, environmentally sound, cost effective and productive manner.
- Shell offers lucrative compensation and benefits packages considered to be among the best in the world.
- We value work-life balance.
- We support flexible working arrangements to encourage our employees' well-being.
- Our global scale and business diversity will give you the flexibility to explore a variety of opportunities within Shell, so you can continuously grow your career.
- We are constantly innovating and believe that our success comes from human ingenuity to deliver more and cleaner energy through leading technology.
- We're committed to each other's well-being and success. Within a culture of laboration, respect, and integrity, we share common values that are part of everything we do.
- Just imagine all that we can achieve together.
- By pushing people to reach their potential, we frequently help them find skills they never knew they had, or make career moves they never thought possible.
- Combine our creative, collaborative environment and global operations with an impressive range of benefits and joining Shell becomes an inspired career choice.
- A key role for society and for Shell is to find ways to meet the growing demand for energy, with less carbon emissions.
- We need people who dare to think differently - to take part in developing tomorrow's energy solutions today.
The Role & Key Responsibilities:
- Manage and monitor all correspondence coming into the Manager's office (including email) to prioritize, redirect and follow-up as needed.
- Oversee the Manager's schedule using mature sound judgement and discretion in order to assess priorities and resolve conflicts.
- Cultivate and maintain laborative relationships with senior EAs and provide cross-coverage as required.
- Set up meetings (international, internal and external conference calls, room bookings, technical set-up, catering) and engage Digital and Information Technology (IT) support as necessary.
- Build agendas and attend leadership meetings, recording and distributing meeting actions logs.
- Coordinate international and domestic travel; compile and submit expense reports.
- Coordinate off-sites, town halls and other events as required (confirm participant availability, develop agendas, ensure timely availability of pre-reads and meeting materials, etc.).
- Act as a liaison for the department by relaying messages, redirecting personnel, and answering questions regarding the department and employees.
- Establish relationships with external clients, vendors and partners while acting as a main point of contact.
- Maintain distribution lists.
- Process payment requests (memberships, subscriptions, shopping carts, etc.).
- Prepare and proof-read board and executive presentation materials.
- Investigate and maintain records of all incoming requests for approval.
- Review status of relevant expenditures and compare with approved budget.
Requirements:
- An office administration diploma/degree or equivalent education and experience.
- Minimum 3-5 years of work-related experience.
- Three or more years of administrative assistant experience, managing an executives schedule, large amounts of confidential information and multiple priorities.
- Proven knowledge and experience in Microsoft Office, with emphasis on Teams/Skype, Excel, Outlook, Word and PowerPoint.
- Exceptional writing and verbal communication skills.
- Creativity and a commitment to continuous improvement.
- Alignment with our values: safety above all else, stronger together, operational discipline, curiosity and lifelong learning, and act with integrity.
- Setting up/booking and troubleshooting Skype video and conference meetings.
- SAP, Success Factors, laboration room and Livelink experience (e.g. workflows, basic time and attendance, notifications, shopping carts, Livelink taxonomy, permissions, etc.).
- Knowledge of administrative policies and procedures and general business operations.
- Proactive and well organized with the ability to retrieve information/past decisions quickly.
- Consistently demonstrate a laborative work and bring balance to a fast paced work environment.
- Constantly ask what could go wrong and check for out-of-the-ordinary conditions and learn to anticipate potential problems.
- Raise the bar through continuous improvement, and are enthused by a dynamic, changing work environment.