Administrative Assistant

Texas, United States of America

Job Family Group:

Business Administration

Worker Type:

Regular

Posting Start Date:

Business unit:

Downstream

Experience Level:

Early Careers

Job Description:

What’s the role? 

Responsibilities:

• Prioritize daily work based on Manager needs.
• Able to support several groups with positive attitude.
• Preparing financial statements, reports, memos, invoices letters, and other documents.
• Handling basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports.
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Helping prepare for meetings. (set up food/drinks if needed in conference room, confirm there are no food allergies and order accordingly if so, handle food pick up and coordinate with shell security for floor access)
• Accurately take notes in meetings if needed.
• Greeting visitors for manager and help with access to building and be accessible to help with parking questions and parking validation.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Arranging travel for executives. (pickup/drop off transportation from/to airport as well as meetings. Confirm the country being travelled to is safe and if additional permission is need for travel.
• Update passport/visa/Global Entry as needed.
• Performing office duties that include ordering supplies and managing a records database.
• Experience as a virtual assistant.
• Opening, sorting and distributing incoming faxes, emails, and other correspondence.
• Provide general administrative support.
• Arrange Global meetings (hotel, transportation, meeting space, breakfast/lunch during meetings, dinner reservations, outings)
• Build relationships with teams/groups Manager works with closely with.
• Manage Manager(s) calendars accordingly – set up meetings, decline as needed and respectfully, team meetings, lunches, manage confidential meetings as needed. (will be the first and last thing on daily checklist)  
  • never leave Manager calendar unattended.
  • confidential at all times.
  • calendar is not to be shared; meetings are not to be forwarded unless requested by manager.

What we need from you 

• Must have legal authorization to work in the US on a full-time basis
• High school diploma with 3 or more years of work experience
• Proven experience as an executive assistant or other relevant administrative support experience
• In-depth understanding of entire MS Office suite
• Ability to organize a daily workload by priorities
• Must be able to meet deadlines in a fast-paced quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills
• Professional level verbal and written communications skills

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 to birthing mothers, and 8 weeks of paid leave for non-birthing parents. Additionally, employees are eligible for disability leave for up to 52 weeks at 100% or 50% of base pay. 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 

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. 

  

Join us and you’ll add your talent and imagination to a business with the power to shape the future – whether by investing in renewables, exploring new way