Administrative Assistant Jobs

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Do you like helping people? Do you like to make people smile? Are you passionate about putting people in a better place? Then you may have what it takes to join our amazing team?

What is the role

Are you looking for a role in which you can showcase your ability & willingness to help support and partner with individuals across multiple teams, cultures, and levels? This is an exciting opportunity to support the Norco Manufacturing GM and the Site Leadership Team at the Norco Manufacturing Complex where you can be part of an exciting team and have the opportunity to demonstrate a breadth of your technical and administrative capabilities.

The Administrative Assistant is responsible for providing business and office administrative support to the GM and Site Leadership Team. As an integral and influential support to the GM, you will be expected to ensure day-to-day operations run smoothly through excellent and proactive administrative support. Participate in the Site Leadership Team, display inclusive behaviors and contribute towards a working environment where it’s safe to speak up on any topic, different views and perspectives are valued and everyone is trusted and empowered.

Amongst others, the below activities are carried by any level of administrative assistant and will vary in complexity depending on the Leader supported. Such a role is a flexible resource; as such, dimensions may not be fixed, and project scope will vary based on organizational agenda and experience level of individual.

• Coordinate the GM travel and accommodation bookings, meeting room bookings, car hire, catering bookings and prepare expense and credit card claims.
• Schedule meetings with full preparation, event co-ordination and correspondence on behalf of the GM e.g., for conferences, workshops, meetings, lunches, trainings, talks. These events usually require the job holder to research venues, negotiate with 3rd parties and undertake costing activities. Accountable for full administration before/during/after the event
• General office management e.g., assisting to prepare documents, reports, presentations; preparing meeting minutes (outcomes, action plans, follow up); drafting routine letters; on-boarding new staff in the department or office.
• Support information management activities (i.e., maintaining & updating documents and databases, record management and updates on SharePoint, maintain and monitor email distribution lists).
• Visitor arrangements – planning for visitor(s) at the office, which includes preparing the agenda, organizing site access, greeting, and escorting the visitor(s).
• Frequently deals with confidential information, handling time and topic sensitive information. A key element will be a respect for confidentiality and management of sensitive data.
• Finance management e.g., assisting to verify invoices related to the department and supporting the budgeting process.
• Pro-active agenda and scheduling management for the GM and Site Leadership Team members e.g., monitoring, managing, sorting, or routing messages, emails, to respective parties.

What we need from you

• Excellent English language skills.
• Must have legal authorization to work in the US on a full-time basis
• Interaction with others demands influencing and persuasion in a tactful manner in order to obtain and understand the background of information.
• Computer literacy in various applications, activities, and programs (ex: Microsoft Office, Outlook & Outlook Calendar, SharePoint, Microsoft Teams, Skype, Concur, Corporate Travel, etc.).
• The ability to handle sensitive matters with integrity & discretion. Deals with confidential and sensitive information within and outside of the Company on a regular basis.
• Eye for detail when completing tasks
• Excellent communication skills with both internal & external parties and the ability to interact at all levels. Will demonstrate an enthusiastic, proactive can-do mindset.
• Uphold and demonstrate Shell core values: Honestly, Integrity and Respect and a commitment to authentic, honest, open, and transparent communication.
• Operate within the context of high business criticality, with correspondingly important deadlines for the job holder and leadership team members.
• Display effective time management and personal effectiveness skills in order to work within tight deadlines and balance competing priorities, but also a willingness to speak up to help manage workloads and ensure proactive prioritization.
• Minimum 5 years work experience in administrative support to executive level leadership.
• Ability to multi-task, set priorities, work independently, efficiently, and manage high workload to tight timelines is critical.
• A Highschool Diploma or Equivalent
• The maturity and presence to deal with a senior stakeholder group. They will be professional and organized with the ability to multi-task and a willingness to help, independently use a range of problem-solving skills and learn quickly.

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

Company description

Shell is a global group of energy and petrochemical companies with about 84,000 employees across more than 70 countries. We aim to meet the world’s growing need for more and cleaner energy solutions in ways that are economically, environmentally, and socially responsible. We have expertise in exploration, production, refining and marketing of oil and natural gas, and the manufacturing and marketing of chemicals.

As a global energy company operating in a challenging world, we set high standards of performance and ethical behaviors. We are judged by how we act and how we live up to our core values of honesty, integrity, and respect for people. Our Business Principles are based on these. They promote trust, openness, teamwork, and professionalism, as well as pride in what we do and how we conduct business.

Building on our core values, we aspire to sustain a diverse and inclusive culture where everyone feels respected and valued, from our employees to our customers and partners. A diverse workforce and an inclusive work environment are vital to our success, leading to greater innovation and better energy solutions.

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, while 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 ways to store energy or developing technology that helps the world to use energy more efficiently.

An inclusive place to work

To power progress together, we need to attract and develop the brightest minds and make sure every voice is heard. Here are just some of the ways we’re 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 a 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 in 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.

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 Royal Dutch/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 authorized Shell representative and you are strongly advised to refuse any such demand.

Shell is an Equal Opportunity Employer.