Executive Assistant

Shell; Canada; On-site; CAD 60,000 - 100,000; Full time

Job summary

An established industry player is looking for an Executive Assistant to support senior leadership in a dynamic and fast-paced environment. This role offers the chance to engage with high-level stakeholders, manage critical administrative tasks, and contribute to various initiatives. You will be pivotal in ensuring seamless operations while maintaining utmost discretion and integrity. If you thrive in a collaborative atmosphere and are passionate about supporting leadership, this opportunity is perfect for you. Join a team that values resourcefulness and flexibility, where your contributions will make a significant impact.

Qualifications

• 5+ years of relevant experience in administrative roles.
• Ability to communicate with C-suite and government stakeholders.

Responsibilities

• Act as a key point of contact for senior external stakeholders.
• Provide comprehensive administrative support to executives.
• Manage travel arrangements and compliance reporting.

Skills

Administrative Support

Communication Skills

Time Management

Organizational Skills

Resourcefulness

Education

Diploma or Degree

Tools

MS Office

Concur

Sharepoint

MS Teams

Viva Engage

Job description

Shell Canada is seeking an Executive Assistant to support both our Shell Canada Country Chair and the VP of Integrated Gas for Shell Canada. The Country Chair represents all of Shell Canada, and you is the key point of contact between Shell Canada and senior stakeholders from other organizations, as well as with senior internal stakeholders and the staff of Shell Canada. In Integrated Gas, you will be part of a dynamic and fast-paced team that is actively working to deliver multiple projects and interfacing with LNG Canada.

Within this role, you will have an opportunity to work on a variety of initiatives and develop strong relationships with various stakeholders across our organization. You will have the opportunity to act as a key point of contact for senior leaders, internal colleagues, and senior external stakeholders globally and within the country. You will play a pivotal role in ensuring the smooth operation of executive functions, providing comprehensive administrative support, and facilitating effective communication across the organization.

If you thrive in a collaborative, fast-paced environment and are passionate about contributing to the success of our leadership team, we invite you to express interest in this opportunity!

Accountabilities:

• Act as point of contact for senior external stakeholders including offices of Prime Minister, Premiers, and other senior government officials, C-suite leaders of other companies, joint venture partners such as LNG Canada, and other key external bodies such as CAPP and BCBC

• Provide administrative support for business-wide activities and events, including offsite meetings, coordination of senior leadership and external stakeholder visits, event management and set-up, meetings such as Country Coordination Team, Extended Leadership team, and workshops

• Managing payment and compliance reporting such as gifts & hospitality registers

• Coordinate and ensure receipt of relevant briefing papers for forthcoming meetings and/or travel

• Send out approved communications on behalf of the VP and Country Chair

• Provide administrative support to Crisis Management Team and Business Continuity Planning activities

• Provide general administrative support including calendar and e-mail management; scheduling meetings, taking minutes, and booking conference rooms; typing, photocopying and printing; managing mail; managing daily workflow by screening calls, handling queries and requests appropriately, and redirecting to others as appropriate

• Book and manage travel arrangements and complete expense reporting through Concur

• Coordinate IT equipment orders and logistics

• Provide support to Country Chair team in key administrative matters including maintaining distribution lists, Sharepoint sites, filing and records management, organization charts, building access support, staff onboarding/set-up assistance, catering, tracking/monitoring key initiatives

• Partner and collaborate with other key administrative professionals including back-up support as required

What you bring:

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

• Diploma or Degree is preferred but not required

• At least 5 years relevant experience

• Ability to communicate and establish relationships at all levels with a wide variety of internal and external stakeholders, including C-suite leaders of other companies and senior government stakeholders

• Utmost integrity and discretion to work with sensitive and confidential matters

• Resourcefulness to independently handle as quickly and competently as possible any unforeseen circumstances as and when they arise

• Ability to work under pressure and meet deadlines in a fast-paced quickly changing environment with competing priorities

• Flexibility and willingness to work extended hours and be available outside of core business hours when necessary

• Exemplary planning, organizational, and time management skills and attention to detail

• Proficient in the use of MS Office applications such as Sharepoint management, Concur, and collaboration tools and communication platforms including MS Teams and Viva Engage