ADMINISTRATIVE ASSISTANT

SHELL USA is seeking for a qualified candidates for the position of an ADMINISTRATIVE ASSISTANT-ANCHORAGE ALASKA.
To apply for the position, click on the link below
Click here to apply:

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

Requirements:

• Must have legal authorization to work in the US on a full-time basis for anyone other than current employer
• Eye for detail 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