Shell

Provide personal/administrative assistance to Mobility Sales and Acquisition Director & Network, Ops and New Energy Director

Keeping track of permanent and travel whereabouts of directors.

Provide administrative assistance to Mobility Sales and Acquisition Manager & Network, Ops and New Energy Manager (if needed) (travel arrangements, expense management)

Scheduling variety of styles of meetings for attendees working in multiple time zones, including booking facilities when necessary, preparing content and co-ordinating outcomes.

Prepare announcement baby & staff announcement of Mobility team and publishing them in accordance with company policy

Arranging flowers or gifts to business partners or emloyees’s 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 Directors.

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 or supplier

collaboration sessions.

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.

Arranging on-boarding of new direct report/s.

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)

Data Management

Up to date Mobility team lists and preparing the organizational chart. Creating and keeping up to date distribution e-mail list on Mobility team