Personal Assistant to EVP HR

, Poland

Job Family Group:

Business Administration

Worker Type:

Regular

Posting Start Date:

August 12, 2024

Business unit:

Experience Level:

Early Careers

Job Description:

Job Description

Personal Assistant to EVP HR

The Personal Assistant who will be supporting the role should be confident and initiative-taking in managing diverse stakeholders and management activities of the Executive Vice President and Vice President(s) of HRR. The successful candidate should be comfortable prioritising and working across organizational boundaries, time zones, and cultures, as well as working largely virtually. The purpose of this role is to provide full executive support to the Executive Vice President and Vice President(s) HRR across all business activities and support them with day-to-day operations. 

Accountabilities include: 

• Providing effective, efficient, and pro-active administrative support.
• Managing and maintaining efficient diaries through thoughtful and effective planning and prioritisation; coordinating and arranging internal and external meetings and associated logistics.
• Coordinating and ensuring receipt of relevant briefing papers for forthcoming meetings or travels.
• Developing and maintaining connections to various Leadership Teams and their assistants - arranging dates and logistics for leadership team meetings, monthly meetings, staff engagement events, (including leadership of webcasts), office management etc.
• Arranging detailed, and accurate logistics for forthcoming travels including proactive and timely arrangements in an efficient manner.
• Submitting expense claims on behalf of both leaders and managing and maintaining a record of those expense claims.
• Taking phone calls via MS Teams and e-mail approaches and follow up on general inquiries from both within Shell and externally and redirecting them as appropriate. 
• Liaising with a wide variety of internal and external stakeholders, managing competing priorities and working closely with other Executive PAs.
• Facilitating timely payment of all invoices received and assisting with management of 3rd party spend.
• Sending out approved communications on behalf of the Executive Vice President.

        

What do we need from You?

• English language level at C1

• Substantial experience as an Executive/Personal Assistant in multinational, complex organization,
• Experience in collaboration with senior stakeholders (EVP, VP, CEO),
• Ability to multi-task. prioritise and manage high workload to tight timelines,
• Flexible mindset to adapt to changing business needs,
• A prominent level of people skills and team working,
• The ability to identify problems and decide on the best solution,
• The ability to effectively communicate with a wide range of people in diverse ways,
• The ability to work independently,
• The ability to clarify complex information, both written and verbal,

• PC literacy: Experienced in MS office applications and ability to quickly gain competence in other IT software. Proficiency in systematically maintaining accurate records pertaining to activities such as meetings, travel, correspondence, and events.

If you do not 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 women and underrepresented groups often only apply when they 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!

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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.