Personal Assistant and Team Support Job at Airswift Sweden (London)

Job Description

We are currently seeking a Personal Assistant and Team Support to be based in London, and work on a 12-month contract, with the possibility of extension.

Job Responsibility

Support for the London-based Head of Integrated Process Risk Controls and Manager of T&S Transformation Program Delivery
Administration role within the T&S Business
Day-to-day systems support
Expense processing
Travel bookings
Events organizing
Employment of contractors
Raising purchase orders
Invoicing
Manage diaries
Proactively seek opportunities to share learning and collaborate with others
Eager to develop self and others, working closely with other PAs in T&S
Actively participate in planning your own work
Attend all T&S admin Skill pool meetings you are invited to
Organize logistics for internal communication events such as Townhalls and webcasts: Rooms, materials, selection of medium used (e.g., Teams vs. SHOW)
Support for the London-based Head of Integrated Process Risk Controls and Manager of T&S Transformation Program Delivery
Handle expense processing, travel bookings, event organizing, contractor employment, raising purchase orders, invoicing, and managing leaders diaries
Proactively share learning, collaborate with others, and work closely with other PAs in T&S
Manage daily administrative tasks such as scheduling meetings, handling correspondence, and maintaining records
Organize and manage the executive's calendar, schedule appointments, and ensure they are aware of upcoming commitments
Plan and book travel, including flights, accommodation, and transportation
Process and manage expense reports, ensuring timely reimbursement and accurate record-keeping
Organize and coordinate events, meetings, and conferences, including logistics and materials preparation
Act as the point of contact between the executive and internal/external stakeholders, handling communications efficiently
Prepare reports, presentations, and other documents as required
Handle sensitive information with discretion and maintain confidentiality at all times
Prioritize and manage multiple tasks effectively, ensuring deadlines are met

Requirements

Sound administrative and organizational skills
Adopt a learner mindset and apply it to all aspects of the role
Excellent English language skills, both written and verbal
Excellent interpersonal skills: Communicate and establish positive relationships at all levels
Actively network with peers, the wider RDS, and externally where appropriate
Actively seek and provide constructive feedback
Provide support for the T&S Admin pool (e.g., for leave, illness, and event planning, with exact dimensions specified in the Job Description)
Ability to work independently, set priorities, and manage workload while adhering to deadlines: Able to prioritize tasks and manage conflicts efficiently and with a positive attitude
Maintain resilience under pressure
Strong digital literacy: Proficient in MS Office Products
Familiar with various Shell online systems
Act as SharePoint FSO if required and ensure skills are at the necessary level
Continuously seek to upskill
Act as access focal point for the section of the secure floor/s
Strong advocate for the Group’s aims on IRM, D&I, HSSE, and compliance
Stay informed with an internal and external mindset
Strong compliance with company’s business principles and Code of Conduct

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Personal Assistant and Team Support

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