Administrative Assistant
Shell - Pittsburgh, PA

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Shell Exploration & Production Company (SEPCo) is responsible for safely finding, developing and producing oil and natural gas in North America. Shell has been operating in the Gulf of Mexico for five decades and these operations provide more than 73 percent of our U.S. oil and gas production.

SEPCo is the largest of Shell's E&P operating units, accounting for 17 percent of Shell's worldwide oil and gas production. Based in Houston, Texas, our key operating locations are in the Gulf of Mexico, South Texas, Wyoming, Alabama, Alaska and Canada.

Responsibilities :
The Administrative Associate is responsible for supporting the Exploration team located in Warrendale,PA (~25 staff). This includes managing departmental administrative functions and assisting with special projects.

Agenda Management
Manage schedule/diary/calendar of Exploration Team Lead/Manager in Warrendale,PA.
Keep track of the whereabouts of staff in the departments,as required
Keep track of availability of meeting facilities within the department location
Monitor and field phone calls,e-mails,faxes,reports,distribution lists
Monitor,manage,sort,or route the above items to respective parties
Follow-up on items requiring action
Work effectively with other admin assistants in the organization

Travel arrangements
Make arrangements for Exploration team as necessary. Arrangements can include: visa requirements,flight bookings,transfer bookings,hotel reservations,office arrangements,relevant printouts,car rental service,etc.
Expense reports

Event arrangements
Assist in the organizing and coordinating events in/outside Shell offices (stakeholder events and meetings,team building,conferences,workshops,meetings,lunches,trainings,communication sessions,video conferencing,social events)
These events usually require the following activities: Researching venues,Planning event with 3rd parties,Budget and activity cost

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.
Office accommodation (organizing and preparing for visitors to Warrendale)

General office management
Managing the office during staff(s) absences
Sending personnel announcements
Drafting routine letters
Maintaining department records & files
Assisting to prepare documents,reports,presentations
Preparing meeting minutes (minutes,outcomes,action plans,follow up)
Ordering office supplies
Manage Org charts
Assist with Team Events,Safety Day
Manage catering,stationary orders,furniture and office requirements,courier and mailing

Time Keeping
Maintaining departmental calendar and providing monthly absence reports to management,as applicable.

Data Management
Maintaining & updating documents and databases

Requirements :
The successful candidate at a minimum will have attained a High School Diploma. Ideally, the candidate will have an associate degree or some higher-level business training.
Required skills include:
Self-motivated with the ability to work independently and coordinate/manage and prioritize multiple tasks/responsibilities.
Knowledge and ability to use common desktop applications (MS Office, Word, Excel, Powerpoint, LiveMeeting, etc.).
Strong written/verbal communication and problem solving skills.
Ability to interface with internal and external stakeholders.

Application Deadline : Friday 15 March 2013

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.

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.

Shell - 22 months ago - save job
About this company
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Royal Dutch Shell plc is incorporated in England and Wales, has its headquarters in The Hague and is listed on the London, Amsterdam, and...