An opportunity for someone who is keen to get on the administrative career. We are looking for an Administrative Support with a collaborative and proactive mindset to provide administrative support for Legal stakeholders. The role consists of four main components: travel administration and expense management; preparing legal agreements based on existing templates; manage time keeping for the internal stakeholders; and document editing (mainly within Word and PowerPoint).
The Administrative Support role will also cover developing and implementing improvements to the existing standards and tools with a goal to centralize the processes by engaging with a wide array of Legal stakeholders.
Job Purpose:
Take ownership of the end-to-end travel administration by booking the business trips, resolving any queries related to travels, preparing legal documentation, taking over ad hoc administrative tasks, and managing time-writing.
Principal Accountabilities:
The administrative support is responsible for the following tasks:
- Booking and managing business travels for Legal stakeholders using Shell approved tools.
- Searching for the best and most profitable travel offers using the applications approved by Shell.
- Creating and submitting the expense reports in Concur; managing the receipts and clarifying all the queries to ensure timely reimbursement to employees in accordance with company policies and service level agreements.
- Support employees with Corporate Card Program, assist them resolving the issues with their corporate cards and statements.
- Provide policy advice or/and clarify travel-related questions from the employee.
- Focus on high quality customer service in each aspect of the transfer process by applying Travel HSSE standards. That includes setting up and facilitating all briefing calls and adapting them to the employee’s needs.
- Cooperate closely with the local admins making sure all applicable services are delivered in a timely manner.
- Preparing and editing PowerPoint presentations.
- Editing Word documents on demand.
- Provide regularly the updates on the process to key stakeholders.
- Identify areas for improvements and propose new solutions to simplify and standardize the processes.
- Prepare periodically reports of biggest spends and potential savings within teams/ entities that will come together with a guidance of better approach for line managers.
- Support other team members by sharing own expertise demonstrating teamwork approach.
Requirements:
- Excellent organizational skills.
- Excellent written and oral communication skills.
- Excellent interpersonal skills.
- An expert level of skill on Office 365, and advanced knowledge of both PowerPoint and Excel.
- An expert level of skill in the electronic communication technology used by lawyers in the work environment including smartphones and virtual meeting systems.
- Concur Expense Management and Concur Travel (nice to have).
Dimensions:
- Support and delivery of administrative tasks to Shell Legal
- Rapid onboarding on projects, design and execution of admin projects and solutions.
- The role will be accountable to the xxx
- This position will require virtual working with network of colleagues located throughout the globe from Legal and finance.
