ADMINISTRATIVE ASSISTANT – ANCHORAGE ALASKA
JOB ID: U24014
LOCATION: Anchorage, Alaska, United States
Upstream Americas – Exploration and Commercial (UAX)
Exploration and Commercial is accountable for exploration, commercial activities, new business development, hydrocarbon maturation, governance of Joint Ventures for Liquified Natural Gas (LNG), wind operations and governance of South American mid-stream assets.
At Shell our commitment is to satisfy the world’s need for energy with economically, socially and environmentally responsible solutions. We seek a high standard of performance, and understand that great ideas can change the world. If you want to work with a group of creative, ambitious and innovative professionals then you should consider Shell. We will provide you with the resources to put your ideas into action, worldwide opportunities to advance your career, and outstanding benefits and rewards that support your quality of life. Join us and let’s make a real difference together.
RESPONSIBILITIES:
Agenda Management
Managing schedule/diary/calendar of manager
Keeping track of the whereabouts of staff in the department
Keeping track of availability of meeting facilities within the department location
Phone calls,voice mail,e-mails,faxes,reports,distribution list
Monitoring,managing,sorting,or routing the above items to respective parties
Following-up on items requiring action
Travel arrangements.
Making arrangements for staff(s) as required for the required travel location Arrangements can include: visa requirements,flight bookings,transfer bookings,hotel reservations,office arrangements,relevant printouts,car rental service,etc.
Organizing/coordinating events in/outside Shell offices ( Examples include: Social events,Conferences,Workshops,Meetings,Lunches,Trainings,Talks)
These events usually require the following activities:
Researching venues
Costing activities
Full administration before/during/after the event
Visitor arrangements
Making arrangements for visitor(s) at the office,which includes
Preparing the agenda
Organizing site access
Greeting & escorting the visitor(s) as needed
Managing the office during staff(s) absences
Registering absences
Provides support for Anchorage Office during Office Supervisor’s absence.
Data Management
Maintaining & updating documents and databases,including administration of Contractor Accrual control worksheet to ensure Alaska Venture is billed and recording contractor expense within ACR
Provide back-up support for Service Entries,including release of Service Entries for up to $50k for the Planning and Operations team; may involve the creation of Service Entries
Finance Management
Maintaining of accounts
Coordinating requisition to pay process such as responding to vendor inquiries,assisting on creation of requisition for business activity leaders and facilitating financial invoice payments
Assisting to verify invoices related to the department for both accounts payable and receivable,and if anomalies bring to the attention of the Finance focal point
Processes Financial Only invoices for Anchorage offices on an exception basis and all Donation checks
Assist Anchorage staff on SAP as SAP/Finance liaison to facilitate vendor inquiry process for local vendors.
Supporting the budgeting process & any other data analysis
Sending personnel announcements
Drafting routine letters
Maintaining department records & files
Assisting to prepare documents,reports,presentations
Ordering office supplies.
Managing global card statements/reporting & time writing (if applicable)
On-boarding new staff in the department on office matters
Acting as the IT focal point
Handling queries on office matters
Set-up of Video Conferencing & Audio Conferencing
Coordinating office moves with little to no disruption to the staff
Agenda Management
Managing schedule/diary/calendar of manager
Keeping track of the whereabouts of staff in the department
Keeping track of availability of meeting facilities within the department location
Phone calls,voice mail,e-mails,faxes,reports,distribution list
Monitoring,managing,sorting,or routing the above items to respective parties
Following-up on items requiring action
Travel arrangements.
Making arrangements for staff(s) as required for the required travel location Arrangements can include: visa requirements,flight bookings,transfer bookings,hotel reservations,office arrangements,relevant printouts,car rental service,etc.
Organizing/coordinating events in/outside Shell offices ( Examples include: Social events,Conferences,Workshops,Meetings,Lunches,Trainings,Talks)
These events usually require the following activities:
Researching venues
Costing activities
Full administration before/during/after the event
Visitor arrangements
Making arrangements for visitor(s) at the office,which includes
Preparing the agenda
Organizing site access
Greeting & escorting the visitor(s) as needed
Managing the office during staff(s) absences
Registering absences
Provides support for Anchorage Office during Office Supervisor’s absence.
Data Management
Maintaining & updating documents and databases,including administration of Contractor Accrual control worksheet to ensure Alaska Venture is billed and recording contractor expense within ACR
Provide back-up support for Service Entries,including release of Service Entries for up to $50k for the Planning and Operations team; may involve the creation of Service Entries
Finance Management
Maintaining of accounts
Coordinating requisition to pay process such as responding to vendor inquiries,assisting on creation of requisition for business activity leaders and facilitating financial invoice payments
Assisting to verify invoices related to the department for both accounts payable and receivable,and if anomalies bring to the attention of the Finance focal point
Processes Financial Only invoices for Anchorage offices on an exception basis and all Donation checks
Assist Anchorage staff on SAP as SAP/Finance liaison to facilitate vendor inquiry process for local vendors.
Supporting the budgeting process & any other data analysis
Sending personnel announcements
Drafting routine letters
Maintaining department records & files
Assisting to prepare documents,reports,presentations
Ordering office supplies.
Managing global card statements/reporting & time writing (if applicable)
On-boarding new staff in the department on office matters
Acting as the IT focal point
Handling queries on office matters
Set-up of Video Conferencing & Audio Conferencing
Coordinating office moves with little to no disruption to the staff
JOB REQUIREMENTS:
Must have legal authorization to work in the US on a full-time basis for anyone other than current employer
Eye for det ail when working through tasks.
Time management in order to work within tight datelines
Balancing competing priorities
Interacting with staff at various levels
Handling sensitive matters with integrity & discretion
Proficient at using office software such as MSWord, PowerPoint, Excel, Outlook, etc.
Prefer experience working in an SAP application
Must have legal authorization to work in the US on a full-time basis for anyone other than current employer
Eye for det ail when working through tasks.
Time management in order to work within tight datelines
Balancing competing priorities
Interacting with staff at various levels
Handling sensitive matters with integrity & discretion
Proficient at using office software such as MSWord, PowerPoint, Excel, Outlook, etc.
Prefer experience working in an SAP application
The Shell Group offers an outstanding benefits package. No phone inquiries will be accepted.
APPLICATION DEADLINE: Saturday 21 May 2011
NUMBER OF VACANCIES: 1
In addition to the tasks outlined in this job description, you may be assigned other responsibilities as needed. The Royal Dutch/Shell Group of companies offers an outstanding benefits package. In order to be considered for this position, you must complete an online candidate profile. No phone inquiries will be accepted. Shell Companies in the U.S. are equal opportunity employers.
In addition to the tasks outlined in this job description, you may be assigned other responsibilities as needed. The Royal Dutch/Shell Group of companies offers an outstanding benefits package. In order to be considered for this position, you must complete an online candidate profile. No phone inquiries will be accepted. Shell Companies in the U.S. are equal opportunity employers.
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 authorised Shell representative and you are strongly advised to refuse any such demand.
Shell is an Equal Opportunity Employer.
