Job Description
- Provide personal/administrative assistance to Mobility Sales and Acquisition Manager & Network, Ops and New Energy Manager.
- Provide administrative assistance to Mobility Management Team (if needed) (travel arrangements, expense management)
- Tracking expenses through the Concur system, entering them into the systems and presenting necessary to the finance department.
- Keeping track of permanent and travel whereabouts of directors.
- Scheduling variety of styles of meetings for attendees working in multiple time zones, including booking facilities when necessary, preparing content and coordinating outcomes. Up to date Mobility team lists and preparing the organizational chart. Creating and keeping up to date distribution e-mail list on Mobility team.
- Prepare announcement baby & staff announcement of Mobility team and publishing them in accordance with company policy.
- Arranging flowers or gifts to business partners or employees' special days in accordance with company policy
Day to day Activities
- Managing large e-mail volume, reports, post, phone calls and messaging, distribution list via the various Shell IT methods, and solid understanding of these facilities to guide and troubleshoot for Mobility Management Teams.
- Set-up of Video Conferencing, Audio Conferencing and Web Conferences.
- Collating, monitoring/action-tracking, co-ordinating or routing/delegating the above items and business tasks/actions to respective parties on behalf of Directors.
Travel arrangements
- Co-ordinating end-to-end travel arrangements for directors as required. This may include: visa/passport managing, flight bookings, transfer bookings, hotel reservations, office arrangements, arranging f2f session itineraries liaising with local staff, relevant and accurate printouts, car rental service, etc.
- Organizing/coordinating events in/ outside Shell offices
- Examples: Social events, Leadership Team Meetings, External company peer. These events often require researching and booking appropriate to HSSE expectations and within budget venues, catering, transportation (coordination of or guidance dependent on level of staff) and full administration before, during and after the event and misc items as needed.
General Office Management
- Assisting in preparation of documents, reports, presentation material.
- Relevant building access of external visitors and visiting staff, at times preparing the agenda; greeting and escorting the visitor(s) as needed, ensuring HSSE policy is adhered to.
- Maintaining organization charts and webpages.
- Setting up Purchase Orders, paying invoices through GSAP, Filing Invoices and fulfilling other Contracting & Procurement requirements (if required)
Qualifications
- Bachelor's degree,
- Fluent in English,
- Good knowledge of MS Office, (Word, Excel, Power point)
- To have organizational and coordination skills.
- Being solution oriented,
- Advanced in problem solving,
- Positive approach in human relations, having good communication skills,
- To have strong coordination and organization skills with all relevant parties,
- Open to development and learning.
