As Administrative/Personal Assistant to three VPs HR, you will have an exciting opportunity to be a part of the Shell HR Community. This role provides primary Personal Assistant support to three HR VPs and will require interfacing with senior stakeholders (internal and external) to the organization.
If you have prior experience in an administrative role or are eager to advance your career in administrative support, this is a fantastic opportunity for you! We work in hybrid mode.
What is the Role?
The Administrative/Personal Assistant is responsible for providing business and office administrative support to the HRVPs. Key areas of responsibilities include but are not limited to:
Proactive Agenda & Calendar Management (inclusive of monitoring schedules, routing and responding to messages in accordance with the preferences of the HRVP)
Manage Travel arrangements (includes required preparations for travel location such as visa requirements, booking flights, securing lodging and organizing local transportation)
Coordination of Events in/outside Shell offices (includes team meetings, social events, conferences, trainings, etc.). This can include expectations to research venues, negotiate with 3rd parties and undertake costing activities. Accountable for full administration before/during/after the events.
Office Visitor Support - planning for visitor(s) at the office, which includes supporting agenda preparation, organising site access, greeting and escorting the visitor(s)
Finance Support - timely processing of each HR VP expense statements with proper supporting documents, assisting to verify invoices related to the department as needed and light support for budgeting process. Printing and Publishing Support - As required, coordinating printing of materials for team events.
*General office management e.g. assisting to prepare documents, reports, presentations; preparing meeting minutes (outcomes, action plans, follow up); drafting routine letters; on-boarding new staff in the department on office)
Limited Admin support may be required for any projects for which the HR VPs have accountability.
What we need from you?
Strong attention to detail in execution of your duties
Ability to work and thrive with minimal supervision and be a self-starter
The ability to work under pressure and cope with last minute changes is essential
Strong written and verbal English language skills
Experience handling sensitive information and applying rigor around data privacy and confidentiality.
At peak times, flexibility in working hours outside the normal work pattern may be required
Seamless execution of responsibilities against global calendars (across time zones and conflicting availability of leaders and key stakeholders)
Excellent interpersonal skills in both face to face interactions and virtual interactions.
The best candidate has been described as someone who:
Demonstrates courage and takes full accountability for their scope of work.
Demonstrates humility and curiosity in pursuit of goals with an openness to diverse opinions and challenges.
Has a passion for engaging and collaborating with others with a customer focused mindset.
Can find balance and thrive in moments where you must operate with ambiguity, uncertainty and setbacks.
Lives the core values of Honesty, Integrity and Respect for people.
Finally, none of us has all the skills, so we look for those who want to learn and grow our community capability. The continued growth and development of team members is an ambition all three leaders share.
Flexible working arrangement possible especially as this role supports three VPs in two different countries (UK & US).
If you don't see yourself fully reflected in every job requirement listed on the posting above, we still encourage you to reach out and apply. Research has shown that women and underrepresented groups often only apply when they feel 100% qualified. We are committed to creating a more equitable, inclusive and diverse company and we strongly encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientation, and life experiences to apply.
