Executive Assistant to PH Country Chair

Where you fit in

You will provide support to maximize effectiveness and productivity of the incumbent Country Chair Philippines with her two other business roles: VP for FO Expenditure and President & CEO of Shell Pilipinas Corporation.

What's the role?

Your accountabilities for this role will include:

• Managing the business requirements of the Office of Country Chair Philippines, with utmost confidentiality
• Day-to-day support to Country Chair, task prioritization, emails and calendar management given overlapping demands of incumbent’s parallel roles in SBO, SEPH and SPC. 
• Responsible for communicating the daily schedule of security detail to security agency such as MSA.
• Responsible for organizing external and internal meetings, events, conferences town halls where Country Chair will be leading and/or involved;
• Coordinating with businesses / functions / senior leaders for meeting agendas, pre-reads and briefing documents
• Responsible for set up and manage all Country Coordination team (CCT) related events and meetings.  Attend specified meetings, conferences etc., prepare minutes, record outcomes and action plans and play an active role in follow-up process
• Manage Office of the Country Chair budget – submission of budget proposals according to OP timelines; diligent monitoring, proper phasing and smart spending; checking and verification of expenses, expense reports submission, data submission
• Organizing travel logistics (flights, visa, transport & accommodation) for Country Chair and identified senior visiting officials
• Single focal point of contact for logistics, and end-to-end visitor management for senior Shell officials such as EC Directors who are hosted by Country Chair
• Managing electronic filing system and Sharepoint for Country Chair, including physical records
• Procurement of services and supplies for Country Chair and ensure cost competitiveness and compliance to procurement rules
• Compliance to Ethics & Compliance rules including timely conduct of due diligence and securing of E&C approvals for sponsorship and donations funded by office of the Country Chair
• Usage and administration of expense management system for defined low value/ low risk procurement; expense creation/ verification/ supporting documentation for the Country chair.
• Develop and maintain appropriate networks (across functions and businesses) such as Admin Assistant network
• Additional administrative/ hybrid activities which are location or business unit specific including for example HSE administration.
• Communications – recommendation of speeches, emails and the like as part of Country Chair communications by drafting, reviewing and editing of materials with other business units such as Health, E&C, Safety, Investor Relations, Legal/CorpSec and CorpRel

Dimensions

• Requires skilled stakeholder relationship building – internally and externally, locally and globally, in-person and virtually.
• Given the high volume of activities involved, a learner’s mindset of Plan, Do, Check, Adjust is essential.
• At specific times, day-to-day management will mean working on weekends and evenings particularly when Country Chair is on business travel.  This means planning for energy management not just of the Country Chair but for oneself too.
• This position is designed for effective delivery by maximizing team collaboration and role assignments with Business Advisor and Energy Transition Assistant.

What we need from you

We are keen to explore candidates with the following:

• Time Management
• Strong Communication skills and interpersonal skills
• Strong familiarization with MS Office applications and file collaboration sites like Sharepoint
• High Analytical and prioritization skills
• Learner’s Mindset

Company Description 

Shell Business Operations (SBO) is a chain of operational centers that form an integral part of Royal Dutch Shell. We influence business development for Shell globally, enabling the work of 93,000 employees in over 70 countries across the world.

Shell Business Operations (SBO) Manila forms the operational backbone of business processes that help deliver Shell’s business solutions across the globe. We are focused on driving excellent corporate performance in Finance, Human Resources, Customer Service, Order-to-Delivery, and Contracting and Procurement. Diversity is key at SBO Manila, and our employees reflect the innovation that stems from a diverse workforce. By joining the company, you will benefit from an industry-leading development program that will see you tap into a pool of expert knowledge that will help propel your career.

An Innovative Place to Work

There’s never been a more exciting time to work at Shell. Everyone here is helping solve one of the biggest challenges facing the world today: bringing the benefits of energy to everyone on the planet, whilst managing the risks of climate change.

Our business has been built on a foundation of innovative technology and skilled employees. By providing energy to sustain people’s lives for more than a hundred years, Shell has become one of the world’s leading companies.

Join us and you’ll be adding your talent and imagination to a business with the ambition to shape the future. At Shell, everyone does their part.

An Inclusive & Progressive Place to Work

To power progress together, we need to attract and develop the brightest minds and make sure every voice is heard. Here are just some of the ways we’re nurturing an inclusive environment – one where you can express your ideas, extend your skills, and reach your potential.

We’re creating a space where people with disabilities can excel through transparent recruitment process, workplace adjustments and ongoing support in their roles. Feel free to let us know about your circumstances when you apply, and we’ll take it from there.

We’re closing the gender gap – whether that’s through action on equal pay or by enabling more women to reach senior roles in engineering and technology.

We’re striving to be a pioneer of an inclusive and diverse workplace, promoting equality for employees regardless of sexual orientation or gender identity.

A Rewarding Place to Work

Combine our creative, collaborative environment and global operations with an impressive range of benefits and joining Shell becomes an inspired career choice.

We’re huge advocates for career development. We’ll encourage you to try new roles and experience new settings. 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.