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Administrative Assistant, NBD - Houston, TX

Expired Job

Shell Houston , TX 77020

Posted 4 months ago

Accountabilities:

HSSE

  • Comply with all HSSE training, processes and activities

  • Be an active advocate of HSSE by example first, then by actively participating and supporting the team

  • Make sure that all invites to HOU-EPC offices (Shell or external) receive facility information/instructions and especially safety information (e.g., safety videos, site maps, evacuation routes, etc.)

  • Liaise with the team on any EPC HSSE messaging and/or cascading of information to the team.

General

  • Make sure all team reports and websites (e.g., Sharepoint) are kept up to date and with quality. Where applicable (as listed) conduct the data entry tasks and/or support with troubleshooting and follow up. These include the following:

  • Sharepoint: All Account files are regularly updated & maintained. Send follow-up messages to team.

  • TRA: All travel is backed up with TRA & travel authorizations.

  • HSSE: Fountain incidents, near misses and interventions are registered in HSSE Fountain.

  • SERP Blueprint: Capture Time-writing for all team members / follow-up on the ones that do it themselves

  • Concur Expenses: Capture Expenses for all team members / follow-up on the ones that do it their own

  • CWT/Book It: Make sure all profiles are current with right emergency contact information, etc. Book complex travel for participants. Assist technical staff to obtain passports and visas for business travel.

  • Other systems as required with similar roles.

  • Provide procurement of defined low value/low risk items. This includes:

  • Procurement and inventory management of stationery / office items (pens, pads, markers, etc.)

  • Ensuring regular, required office supplies are kept on hand and available for team

  • Use and administration of departmental credit card

  • Coach IGB staff on self-help tools (CWT Book it, SERP, HR On-line, etc.)

Team Support

  • Create, update and maintain the following team databases:

  • Organization charts for own team & customers

  • Contacts from all accounts in the team (Outlook contact database) and Stakeholder Maps

  • Master calendar for the team, integrating key activities (projects, trade shows, major events, vacations, etc.) from all team members. Follow up with team members to have this info captured.

  • Support for Open Resourcing and Managed Open Resourcing job postings

  • Entering business cards and meetings notes from meetings into team database

  • Document Development: Create & edit MS Word/Excel/PPT and other business documents

  • Document Management:

  • Complex or large scanning and printing, reproduction, binding, typing and faxing

  • Coordinate the printing and shipping of meeting and training materials and certificates to technical service agreement customers.

  • Coordinate technical reports as requested

  • Assist with onboarding new team members (including but limited to: preparing office space, ordering technology, assisting with orientation)

  • Support Senior Deal Leads in the execution of services & activities, by collecting info (e.g., TRAs, JMPs, country briefs) and coordinating local transportation, requirements, etc. to successfully deliver services in the region.

  • Assist with specific project tasks (e.g., presentation of team awards, preparation for framing sessions and AARs, summarizing key meeting findings, etc.)

  • Helping team plan and execute offsite professional and social events

  • Attend team meetings and participate in events

EPC Site Meetings

  • Support Shell internal team meetings and visitors

Staff onboarding and offboarding

  • Support Customer and 3rd party meetings and visitors

  • Arrangement and management of onsite and offsite workshops, conferences, meetings, events (including researching venues), negotiating with third parties, costing activities and full administrative responsibility before, during, and after the event

  • Act as host for customer visits to EPC including submission of visitor forms, booking meeting rooms, organizing catering/transport and any related logistics.

Special Projects

  • Provide support to special projects in our team

  • Proactively seek projects when additional time permits

Other

  • Submit office move requests

  • Coordinate office space for team(s) supported, including visitors to the area

  • Provide team support with ServiceNOW services

  • Apply and encourage best practices globally across IGB and provide suggestions for optimizing to get things done more efficiently

  • Provide support to the IGB community as well as develop knowledge about the specific location and/or business units

  • Apply Behavioral Imperatives (External focus, Commercial Mindset, Delivery, Speed & Simplicity) and Leadership Attributes (Authenticity, Growth, Performance, Collaboration)

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Administrative Assistant, NBD - Houston, TX

Expired Job

Shell