Execuitive Administrative Assistant

This person will provide executive level support to the global Chemicals Supply Chain and Logistics Leadership Team, ensuring day-to-day operations run smoothly through excellent and proactive administrative support.

• Agenda and Scheduling Management e.g. monitoring, managing, sorting, or routing messages, emails, to respective parties;
• Travel arrangements i.e. (incl. required preparations for travel location such as visa requirements, and organizing local matters);
• Organizing/coordinating events in/outside Shell offices e.g. for social events, conferences, town halls, workshops, meetings, lunches, trainings, talks. These events usually require the job holder to research venues, negotiate with 3rd parties and undertake costing activities. Accountable for full administration before/during/after the event;
• Visitor arrangements - making arrangements for visitor(s) at the office, which includes preparing the agenda, organizing site access, greeting and escorting the visitor(s);
• Finance management e.g. maintenance of accounts, assisting to verify invoices related to the department, supporting the budgeting process and any other data analysis;
• Publishing e.g. coordinating printing of conference papers, reports, news forum, newsletter and website; coordinating Commercial-wide staff communications with Commercial Ops Manager.
• 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 or office