Real Estate Personal Assistant

Overview

Are you a proactive multi-tasker with a knack for organisation and a passion for keeping things running smoothly? We’re looking for a dynamic Personal Assistant to be the backbone of our busy, fun team, someone who thrives on variety, takes initiative, and brings calm to the chaos.

Real Estate (RE) manages the Group’s Real Estate portfolio, Shell Business Operations, and Corporate Travel programme. Our mission is to enable Shell Businesses to achieve their goals by creating safe, secure, and productive environments that allow people to perform at their best.

Our journey: RE is on a transformational journey to better align with our Powering Progress Purpose. We are focusing on performance, discipline, and simplification by driving a cost-competitive real estate portfolio and a more sustainable footprint through improved energy efficiencies.

What you’ll do: As Real Estate Personal Assistant, you will provide full PA support to the VP Global RE, SBO & Corporate Travel & the GM Real Estate EMEA, requiring seamless coordination with international teams and exceptional calendar, travel and meeting management skills. From handling complex scheduling and expense reporting to driving team communications and special projects, you will be the go-to person who keeps everything running smoothly.

What You’ll Be Doing

1. Provide effective, efficient, and pro-active administrative support
2. Manage and maintain complex diary coordination through planning, coordinating, and arranging internal and external meetings. Updating meeting schedules, resolving conflicts proactively using sound judgment, and coordinating pre-reads and meetings in a timely way
3. Accurate and timely submission of expense reports
4. Arranging detailed and accurate logistics for forthcoming travels using Shell’s online booking tool, including proactive and timely arrangements in a cost and business efficient manner. Preparation of travel itineraries, independently arranging flights, trains, visas, accommodation, and car transport
5. Put in place advance planning for leadership team meetings and global business events. Also planning of weekly/monthly cadence meetings, regular team catch ups, project meetings, etc.
6. Schedule and organise internal and external meetings, including necessary logistics such as room bookings, catering and visitor forms etc.
7. Attend meetings (where required) to record minutes, track takeaways and follow up on action items
8. Manage team-wide projects/programs as needed, such as team building or other staff events to include sourcing venues, budget management and using Smart meetings where required
9. Drafts/edits/finalises correspondence (letters, memos, mailings, email)
10. Preparing PowerPoint presentations and Excel spreadsheets where required
11. Recognises varying complexities within situations and manages or diffuses issues appropriately. Displays good judgment and decision-making ability and projects this skill onto others
12. Lead the scheduling for webcasts as required
13. Manage and use functional mailboxes and Viva Engage channels as required. Manage and maintain various distribution list and organisation charts

What You Bring

1. A seasoned professional with experience supporting senior leaders, known for their exceptional organisational skills, sound judgement, and ability to thrive in fast-paced, high-pressure environments. With outstanding communication, tech proficiency, and a proactive and accountable mindset, you’ll be a trusted partner who anticipates needs and delivers with precision and professionalism. Specifically:
2. Demonstrated work experience in administrative support to EVP/VP level leadership
3. Excellent in English written and verbal communication skills with both internal & external parties across all levels
4. Able to interact at all levels. Will demonstrate an enthusiastic, proactive can-do and customer focused mindset
5. 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
6. Must have the ability & willingness to help support and partner with individuals across multiple teams and cultures
7. Excellent organizational and collaboration skills and an eye for detail when completing task
8. Working to a global calendar with solid understanding of time zone challenges when scheduling meetings
9. Proficiency in systematically maintaining accurate records pertaining to activities such as meetings, travel, correspondence, and events
10. Advanced computer literacy in various applications, activities and programs (Sharepoint, Viva Engage, Microsoft Office applications including Outlook, Outlook Calendar, Microsoft Teams, Concur, Corporate Travel, etc)
11. Uphold and demonstrate Shell core values: Honestly, Integrity and Respect and a commitment to authentic, honest, open, and transparent communication

Work Location

• This role may require frequent presence at site to be able to effectively deliver your responsibilities, so a blend of office based and work from home arrangement is supported.
• Flexible working arrangements are supported where feasible, and are subject to applicable local policies, regulations and legislative frameworks. If appropriate, please make clear in your application the type of flexible arrangements you would like to be considered.

What We Offer

• Progress as a person as we work on the energy transition together.
• Continuously grow the transferable skills you need to get ahead.
• Work at the forefront of technology, trends, and practices.
• Collaborate with experienced colleagues with unique expertise.
• Achieve your balance in a values-led culture that encourages you to be the best version of yourself.
• Perform at your best with a competitive starting salary and annual performance related salary increase – our pay and benefits packages are considered to be among the best in the world.
• Take advantage of paid parental leave, including for non-birthing parents.
• Join an organisation working to become one of the most diverse and inclusive in the world. We strongly encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientation, and life experiences to apply.
• Grow as you progress through diverse career opportunities in national and international teams.
• Gain access to a wide range of training and development programmes.

Note: As part of your application, please submit a motivation letter along with your resume. The motivation letter should outline your reasons for applying to this position and how your skills and experiences align with the job requirements. This will help us better understand your interest in the role and your suitability for the position.

If you don\’t see yourself fully reflected in every job requirement listed on the post above, we still encourage you to reach out and apply. Research has shown that under-represented groups often only apply when they feel 100% qualified.

We\’d like you to know that Shell has a bold goal: to become one of the world’s most diverse and inclusive companies. You can get to know more about how we\’re working towards that goal, click here.

Shell in The United Kingdom
Shell UK remains one of the North Sea’s biggest producers, supplying around 10% of the UK’s total oil and gas needs. In the years ahead, as the UK looks to strengthen energy security and deliver its 2050 net-zero goal, Shell UK aims to play a crucial role. We aim to be a major investor in the UK energy system by helping our customers decarbonise with a focus on transport and industry.