Management Assistant of VP

, United Kingdom

Job Family Group:

Business Administration

Worker Type:

Regular

Posting Start Date:

December 6, 2024

Business unit:

Finance

Experience Level:

Early Careers

Job Description:

Where you fit in

This is a part-time role (3 days total per week (22.5 hours)). At least one day a week in the office, preferably Tuesday. It can be discussed as to how we split the 3 days, e.g. days of the week worked, also possible to split days, e.g. mornings, afternoons.

To provide executive support to the VP Downstream and Renewables Operational Excellence (DROE) and the GM Process Data Integration across all business activities and support with day-to-day activities, leadership team coordination and longer-term business planning activities and engagements.

What’s the role?

• Provide effective, efficient, and pro-active administrative support.
• Manage and maintain complex diary coordination through planning, coordinating, and arranging internal and external meetings, taking into account purpose, importance, impact and complex boundaries and interfaces. Updating meeting schedules and resolving conflicts well in advance.
• Arranging timely, detailed, and accurate logistics for forthcoming travels, including proactive and timely arrangements in a cost and business efficient manner. Preparation of travel itineraries, independently arranging flights, visas, accommodation, and non-domestic car transport.
• Develop and maintain a sound understanding of business activities and objectives to be able to provide required information. 
• Advance planning of next year’s meeting and engagement dates for Leadership Team and for the meetings involving the leaders reporting to the General Manager. Also planning of regular weekly/monthly meetings, regular team catch ups, appraisals, etc. 
• Co-ordinate the quarterly webcasts for Downstream and Renewables Operational Excellence community
• Manage the 3rd party relationship with the agency producing and shipping the VP Awards and co-ordinate providing them the shipping details.
• Function Site Owner for the community owned Sharepoint pages.
• For the GM, manage and submit expenses claims in Concur.
• Manage and maintain email distribution lists.
• Organize social events as required.
• Maintain a productive network of admin colleagues to support the needs of the business, including prioritizing urgent time in calendars.
• Manage the Permissions of folders where team documentation is held.
• Ongoing monitoring SharePoint site design and recommending best practice updates according to changing needs of Team’s storage and collaboration acting accordingly.

What we need from you

• Substantial experience as an Executive/Personal/Management Assistant.
• Fluency in English language and grammar.
• Able to multi-task and manage high workload to tight timelines.
• Restricted/sensitive information to be treated with a high degree of confidentiality.
• Professional, flexible, and pro-active attitude.
• A high level of interpersonal skills and team working, able to communicate effectively at all levels.
• Experienced in MS office applications, Concur, Sharepoint, Teams.

If you don't see yourself fully reflected in every job requirement listed on the posting above, we still encourage you to reach out and apply. Research has shown that not everyone often applies when they don’t feel 100% qualified. We are committed to creating a more equitable, inclusive, and diverse company and we strongly encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientation, and life experiences to apply. We look forward to receiving your application.

Company Description

Shell started operations in the United Kingdom more than 110 years ago. Since then, we have grown into a leading innovative Oil & Energy company that rewards its employees by investing heavily in their careers and learning. Our people are our greatest asset, and our commitment to your career will see you thrive in a work environment that offers an industry-leading development programme. When your ideas travel, Shell will benefit, and innovation will thrive. Shell has a key role to play in helping meet the UK’s growing energy demand, whilst using innovative technologies to develop cleaner energy. We are the largest FTSE 100 company in the UK by market capitalisation and make a significant contribution to the UK economy. As well as processing 35% of the gas coming into the UK, we serve more than four million customers at our filling stations each week. Shell employs some 6,400 skilled staff as well as many contractors.

An innovative place to work

There’s never been a more exciting time to work at Shell.

Join us and you’ll be adding your talent and imagination to a business with the ambition to shape the future – whether by investing in oil, gas and renewable energy to meet demand, exploring new ways to store energy, or developing technology that helps the world to use energy more efficiently, everyone at Shell does their part.

An inclusive place to work

To power progress, we need to attract and develop the brightest minds and make sure every voice is heard. Here are just some of the ways we are 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.
• We consider ourselves a flexible employer and want to support you finding the right balance. We encourage you to discuss this with us in your application.

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.

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Requirements:

Substantial experience as an Executive/Personal/Management Assistant.

Fluency in English language and grammar.

Able to multi-task and manage high workload to tight timelines.

Restricted/sensitive information to be treated with a high degree of confidentiality.

Professional, flexible, and pro-active attitude.

A high level of interpersonal skills and team working, able to communicate effectively at all levels.

Experienced in MS office applications, Concur, Sharepoint, Teams.

DISCLAIMER:

Please note: We occasionally amend or withdraw Shell jobs and reserve the right to do so at any time, including prior to the advertised closing date. Before applying, you are advised to read our data protection policy. This policy describes the processing that may be associated with your personal data and informs you that your personal data may be transferred to Shell/Shell Group companies around the world. The Shell Group and its approved recruitment consultants will never ask you for a fee to process or consider your application for a career with Shell. Anyone who demands such a fee is not an authorised Shell representative and you are strongly advised to refuse any such demand. Shell is an Equal Opportunity Employer.