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Are you a proactive multi-tasker with a knack for organisation and a passion for keeping things running smoothly? We’re looking for a dynamic Personal Assistant to be the backbone of our busy, fun team: someone who thrives on variety, takes initiative, and brings calm to the chaos. If you love making things happen, this role is for you!
Real Estate (RE) manages the Group’s Real Estate portfolio, Shell Business Operations, and Corporate Travel programme. Our mission is to enable Shell Businesses to achieve their goals by creating safe, secure, and productive environments that allow people to perform at their best.
Our journey: RE is on a transformational journey to better align with our Powering Progress Purpose. We are focusing on performance, discipline, and simplification by driving a cost-competitive real estate portfolio and a more sustainable footprint through improved energy efficiencies.
What’s The Role
As Real Estate Personal Assistant, you will provide full PA support to the VP Global RE, SBO & Corporate Travel & the GM Real Estate EMEA, requiring seamless coordination with international teams and exceptional calendar, travel and meeting management skills. From handling complex scheduling and expense reporting to driving team communications and special projects, you will be the go-to person who keeps everything running smoothly.
What You’ll Be Doing
* Provide effective, efficient, and pro-active administrative support
* Manage and maintain complex diary coordination through planning, coordinating, and arranging internal and external meetings. Update meeting schedules, resolve conflicts proactively using sound judgment, and coordinate pre-reads and meetings in a timely way
* Accurate and timely submission of expense reports
* Arrange detailed and accurate logistics for forthcoming travels using Shell’s online booking tool, including proactive and timely arrangements in a cost and business efficient manner. Prepare travel itineraries, independently arranging flights, trains, visas, accommodation, and car transport
* Plan ahead for leadership team meetings and global business events. Plan weekly/monthly cadence meetings, regular team catch ups, project meetings, etc.
* Schedule and organise internal and external meetings, including logistics such as room bookings, catering and visitor forms
* Attend meetings (where required) to record minutes, track takeaways and follow up on action items
* Manage team-wide projects/programs as needed, such as team building or other staff events, including sourcing venues, budget management and using Smart meetings where required
* Draft/edit/finalise correspondence (letters, memos, mailings, email)
* Prepare PowerPoint presentations and Excel spreadsheets where required
* Recognise varying complexities within situations and manage or diffuse issues appropriately. Display good judgement and decision-making ability and project this skill onto others
* Lead the scheduling for webcasts as required
* Manage and use functional mailboxes and Viva Engage channels as required. Manage and maintain distribution lists and organisation charts
What You Bring
A seasoned professional with experience supporting senior leaders, known for their exceptional organisational skills, sound judgement, and ability to thrive in fast-paced, high-pressure environments. With outstanding communication, tech proficiency, and a proactive and accountable mindset, you’ll be a trusted partner who anticipates needs and delivers with precision and professionalism. Specifically:
* Demonstrated work experience in administrative support to EVP/VP level leadership
* Excellent in English written and verbal communication skills with both internal & external parties across all levels
* Able to interact at all levels. Will demonstrate an enthusiastic, proactive can-do and customer focused mindset
* Effective time management and personal effectiveness skills to work within tight deadlines, balancing competing priorities with proactiveness and independence. Willingness to speak up to help manage workloads and ensure proactive prioritization
* Ability & willingness to help support and partner with individuals across multiple teams and cultures
* Excellent organizational and collaboration skills and an eye for detail when completing tasks
* Working to a global calendar with solid understanding of time zone challenges when scheduling meetings
* Proficiency in maintaining accurate records pertaining to activities such as meetings, travel, correspondence, and events
* Advanced computer literacy in various applications (Sharepoint, Viva Engage, Microsoft Office including Outlook, Outlook Calendar, Microsoft Teams, Concur, Corporate Travel, etc)
* Uphold and demonstrate Shell core values: Honesty, Integrity and Respect and a commitment to authentic, honest, open, and transparent communication
Work Location
* This role may require frequent presence at site to effectively deliver responsibilities, so a blend of office-based and work-from-home arrangement is supported.
* Flexible working arrangements are supported where feasible, subject to applicable local policies and regulations. Please indicate the type of flexible arrangements you would like considered in your application.
What We Offer
* Progress as we work on the energy transition together.
* Continuously grow transferable skills to get ahead.
* Work at the forefront of technology, trends, and practices.
* Collaborate with experienced colleagues with unique expertise.
* Balance in a values-led culture that encourages you to be the best version of yourself.
* Competitive starting salary and annual performance-related pay increases.
* Paid parental leave, including for non-birthing parents.
* Join an organisation working to become one of the most diverse and inclusive in the world. We encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientation, and life experiences to apply.
* Grow through diverse career opportunities in national and international teams.
* Access to a wide range of training and development programmes.
Note: As part of your application, please submit a motivation letter along with your resume. The motivation letter should outline your reasons for applying to this position and how your skills and experiences align with the job requirements. This will help us understand your interest in the role and your suitability for the position.
If you don’t see yourself fully reflected in every job requirement listed, we still encourage you to apply. Research shows under-represented groups often apply only when they feel 100% qualified.
Shell is committed to diversity and inclusion. We welcome applicants from all backgrounds to apply and help us work toward a more diverse and inclusive workplace.
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