Administrative Assistant

What’s the role

The Administrative Assistant role entails providing administrative and/or secretarial assistance to a manager, a department, or a group of professionals.

• Provides support and acts as single point of accountability for all administrative matters related to GM Sales & Origination.
• Provides back-up and support to SEAm Business Coordinator and overflow support for all administrative matters related to SEAm Core Leadership Team (CLT).
• Provides calendar/email management, travel, meeting scheduling and expense reporting support to selective senior commercial managers.
• Provides support to wider team as required in key administrative matters including, but not limited to maintaining distribution lists, sharepoint sites, organization charts and cost center inventory; selective vendor set-ups; supply room management; building access support; staff onboarding/set-up assistance; catering; tracking/monitoring key initiatives; etc.
• Provides support to business wide activities like offsite meetings, senior management visit coordination, event management/set-up support, LT meetings and business continuity plan support
• Partners and collaborates with other key administrative professional(s) within and outside SEAm to seamlessly and professionally facilitate optimal work efficiency with respectful and energizing workplace morale. This includes back-up support as required.

What you’ll be doing

HSSE

• Constantly aware / abreast of the office safety, security and environment

Ethics & Compliance

• Adherence to Shell Business Principles.
• Adherence to HSSE policies & standards.
• Follow guidelines and policies for treating confidential information.
• Support financial and business controls and operate within the Manual of Authority.

Personal leadership:

• Take accountability and committed.
• Proactive and work independently.
• Team player with good articulation and communication/interpersonal skills.
• Committed to learn the T&S and Shell Energy org and business environment.

Administrative responsibilities

• Assist in the co-ordination and preparation work for Meetings/Telcons, LT Meetings, and any other Mtgs or events.
• Identify from correspondence and contacts, events or issues that require attention to supported leaders.
• Manage appointments maintaining a ‘doable’ schedule to assist in carrying out duties efficiently and effectively.
• Processing expenses/allowances/claims, including validation and correction of discrepancies prior endorsement for managers’ approval.
• Ensure timely completion of travel arrangements (cost efficient flight bookings, updating of schedules etc.). When making travel arrangements, take special consideration for global travel in varying time zones and noting security issues.
• Manage office administration matters (incl. office move, office space management), and ensure smooth running of the department/facilities at in office (meeting rooms, copiers, printers, drink dispenser etc.) in an affordability, cost efficiency mindset, and where possible, look into waste and challenge the need to spend.
• Administrative support for events management including workshops and customer meeting.
• Internet savvy and able to source, provide information from various supports when needed.

Business Support

• Provide administrative support (focal point) and act as hand-holder of internal Shell application systems like Concur, SharePoint, etc.
• Compose correspondence, routine reports as required. To independently create spreadsheets and charts from raw data provided and have an awareness of best available tools for presentation of data analysis.
• Deal with tasks that require computing, analyzing, compiling and preparing information from several sources and rectifying errors when necessary.
• Collate information from a number of sources and coordinate preparation of pre-reads mostly electronic ally.

What you bring

• Must have legal authorization to work in the US on a full-time basis
• Minimum of 3 years administrative work experience. Secretarial work in a corporate or global setting is a plus.
• A high school diploma is required, but a bachelor's degree is preferred.
• Ability to communicate and establish relationships at all levels.
• Utmost integrity to work with confidential matters.
• Demonstrate resourcefulness by independently handling as quickly and competently as possible any unforeseen circumstances as and when they arise.
• Must be a team player with excellent oral and written English communication and interpersonal skills and exceptional organizing skills.
• Able to multitask and manage conflicting priorities with a positive attitude.
• Competent in Microsoft Office/PC savvy, particularly with PowerPoint, Excel and Word.
• The role requires in-office presence at Houston One Thousand main location Monday-Friday each.

What we offer

The base salary range for this position is $52,000 – $78,000 per year.  Individual pay will be based on various factors, such as relevant work experience, education, certifications, skill level, seniority, and internal equity.  

For regular full-time or regular part-time employees of the Company (participating companies as listed in the Summary Plan Description), insurance coverage options include medical, dental, vision coverage, life Insurance, Business Travel Accident Insurance, and Occupational Accidental Death Benefit programs. Employees also participate in a company pension plan and a 401(k) plan. Paid leave includes up to 6 weeks of paid vacation time, up to 11 paid holidays, and parental leave offering 16 weeks of paid leave for birthing parents, and 8 weeks of paid leave for non-birthing parents.

Additionally, employees are eligible for short-term disability leave for up to 26 weeks at 100% or 50% of base pay as well as Long-Term Disability insurance. Shell also offers other compensation such financial reimbursement for adoption, wellness, education, and personal learning expenses, and some roles are eligible for discretionary long-term incentives.  For interns, eligible benefits include medical, dental, and vision coverage, life insurance, Business Travel Accident Insurance, and Occupational Accidental Death Benefit programs; participation in a 401(k) plan; and paid leave for up to 11 paid holidays.  Additional information on Shell’s US benefit programs can be found at https://www.shell.us/careers/about-careers-at-shell/rewards-and-benefits.html.

You bring your skills and experience to Shell and in return you work with talented, committed people on one of the most important challenges facing our planet. You’ll have the opportunity to develop the skills you need to grow in an environment where we value honesty, integrity, and respect for one another. You’ll be able to balance your priorities as you become the best version of yourself.

• Progress as a person as we work on the energy transition together.
• Continuously grow the transferable skills you need to get ahead.
• Work at the forefront of technology, trends, and practices.
• Collaborate with experienced colleagues with unique expertise.
• Achieve your balance in a values-led culture that encourages you to be the best version of yourself.
• Benefit from flexible working hours, and the possibility of remote/mobile working.
• Perform at your best with a competitive starting salary and annual performance related salary increase – our pay and benefits packages are considered to be among the best in the world.
• Take advantage of paid parental leave, including for non-birthing parents.
• Join an organisation working to become one of the most diverse and inclusive in the world. We strongly encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientation, and life experiences to apply.
• Grow as you progress through diverse career opportunities in national and international teams.
• Gain access to a wide range of training and development programmes.

We'd like you to know that Shell has a bold goal: to become one of the world’s most diverse and inclusive companies. You can get to know more about how we're working towards that goal, click here.

Shell in The United States

Shell has been in the US for more than 100 years, leading the sector in energy, petrochemicals and refined products.  Today, we provide millions of Americans with the energy needed to heat and cool their homes and power the economy. 

We operate in all 50 states, from our Deep Water platforms in the Gulf of Mexico to the Pennsylvania Chemicals complex and our miles of pipelines throughout the US.

We reach our customers through our 13,000 branded retail stations, and we are number 1 in gasoline sales. We also own the #1 brand of motor oil in the U.S. – Pennzoil® – made from natural gas.

We are excited to play a key role in the move to net carbon emissions while providing the oil and gas needed by society for many decades to come.