Deputy Assistant to the CEO at Shell

What’s the role

The CEO Office operates in a dynamic, fast-paced, and highly complex global environment. It is a close-knit team dedicated to ensuring the smooth running of the CEO’s day-to-day activities. The team works collaboratively, with a strong emphasis on trust and teamwork.

The Deputy Assistant to the CEO will report to the Executive Assistant (EA) to the CEO and will provide effective, efficient, accurate, proactive and highly confidential administrative and secretarial support – primarily to the EA, as well as to the CEO’s Business Advisor and, at times, directly to the CEO.

The main focus of this role is managing logistics such as events, travel, catering, hospitality and IT.

What to Expect

• The CEO Office is very dynamic, in an atypical and highly complex landscape. The role requires handling high-value and complex issues in a global context.
• The CEO Office frequently encounters urgent issues that require prompt support with calendar management, travel arrangements, and access to other leaders. Occasionally, flexibility outside standard office hours may be required to meet these demands.
• While the pace can be demanding and last-minute changes are common, the Deputy Assistant to the CEO is part of a close-knit team that values accuracy, service excellence, and proactive problem-solving. Resilience and adaptability are key to thriving in this role.
• Maintaining the highest degree of confidentiality in all matters is essential. A successful outcome of the pre-employment screening is part of the selection process.

What you’ll be doing

• Provide effective, efficient, and pro-active administrative and secretarial support, dealing with matters of a highly confidential nature.
• Work closely with the EA on various administrative and logistical arrangements, including challenging calendar management, to optimise the CEO’s time.
• Take full responsibility for continuation of diverse activities during the absence of the EA (for example on planned leave).
• Arrange detailed and accurate logistics for forthcoming travels, including proactive and timely arrangements in a cost and business efficient manner.  Prepare  travel itineraries, independently arranging flights, trains, passport renewals, visas, accommodation, and car transport.
• Ensure timely submission of expense claims and Gifts & Hospitality (G&H) entries.
• Support information management activities i.e., DocuSign, SharePoint sites, Diligent, and record management.
• Maintain a productive network of admin colleagues worldwide to support the needs of the CEO.

What you bring

• Proven experience in secretarial and administrative support to executive level leadership.
• Must be able to work independently as well as part of a team. This is of the highest importance.
• Excellent in written English and verbal communication skills with both internal & external parties across all levels.
• Has the maturity and presence to engage with a senior stakeholder group, both internally and externally.
• Able to interact at all levels. Will demonstrate an enthusiastic, proactive can-do and customer focused mindset.
• Professional and organized with the willingness to help, and ability to independently use a range of problem-solving skills while learning quickly. Enjoys taking the initiative and working autonomously.
• Able to manage sensitive matters with integrity and discretion, as there are continuous dealings with confidential and sensitive information in and outside of the company.
• Effective time management and personal effectiveness skills to work within tight (and often changing) deadlines, balancing competing priorities with proactiveness and independence. Displays a willingness to speak up to help manage workloads and ensure proactive prioritization.
• Operates within the context of high business criticality, with correspondingly important deadlines.
• Possesses influencing and persuasive skills in engaging with stakeholders, both internally and externally. Requires diplomacy.
• Has the ability and willingness to help support and partner with individuals across multiple teams and cultures.
• Eye for detail when completing tasks.
• Develops and maintains a sound understanding of business activities and objectives.
• Experience in corporate/global, cross-cultural environments and time zones required.
• Proficiency in systematically maintaining accurate records pertaining to activities such as meetings, travel, correspondence, and events.
• Advanced computer literacy in various applications, activities and programs (ex: Diligent, SharePoint, Microsoft Office applications including Outlook, Outlook Calendar, Microsoft Teams, Concur, Corporate Travel, etc.).
• Upholds and demonstrates Shell core values: Honesty, Integrity and Respect, an eye for safety, and a commitment to authentic, honest, open, and transparent communication.