Administrative Assistant

What’s the role?

The Administrative Assistant supports both the General Manager, Lubricants Canada and the General Manager, Customer Operations Americas. This is a high-impact role that enables the effectiveness of two senior leaders operating across different geographies, lines of businesses and priorities.

The assistant is responsible for managing complex administrative needs, enabling leadership team effectiveness, and coordinating business rhythms across both accountabilities. The role also plays an important part in organizing internal engagement activities, including leadership meetings, townhalls, and team events.

Success in this role requires strong prioritization, sound judgment, and the ability to operate seamlessly in a fast-paced, and highly dynamic environment.

What You’ll Be Doing

Administrative Support – Dual Leader

• Manage highly complex and often competing calendars for two senior leaders across regions and time zones
• Optimize scheduling based on shifting business priorities and leadership commitments
• Coordinate domestic and international travel, including detailed itineraries and contingency planning
• Manage expenses and administrative processes accurately and on time
• Act as a gatekeeper and first point of contact, ensuring effective prioritization of requests

Leadership Team & Business Rhythm Support

• Coordinate leadership team cadences (e.g., Canada Leadership Team, Americas forums), ensuring meetings are scheduled and structured effectively
• Plan agendas in collaboration with stakeholders and ensure alignment on priorities
• Manage meeting logistics and ensure materials and pre-reads are prepared and available in advance
• Where required, capture actions, key decisions, and follow-ups to support execution discipline
• Ensure strong coordination and information flow across leadership teams, functions, and regions
• Manage document and record organization to ensure information is easily accessible and up to date
• Establish and maintain effective Microsoft Teams structures/channels to support collaboration and knowledge sharing
• Manage communication channels, including distribution lists, general announcements, and leadership communications

Event & Engagements

• Lead the planning and execution of internal events, including:
• Leadership meetings
• Townhalls
• Team offsites and engagement sessions
• With support and alignment with the Americas Event Manager, coordinate logistics (venues, virtual platforms, materials, communications, attendee management)
• Partner with stakeholders to ensure events are aligned with business priorities and delivered to a high standard
• Contribute to creating a positive, well-organized, and engaging employee experience

Stakeholder Management & Communication

• Build strong, trusted relationships with senior stakeholders across Canada and the Americas
• Interface effectively with senior leaders, teams, and external partners as required
• Support internal communications (e.g., townhall content, leadership messages)
• Maintain a high level of professionalism, discretion, and confidentiality

What You Bring

• The candidate must have legal authorization to work in Canada on a full-time basis
• Proven experience supporting senior leaders in a complex, fast-paced environment
• 3 or more years of professional working experience
• Bachelor's degree or equivalent relevant experience
• Ability to manage multiple priorities across different leaders and geographies
• Strong organizational skills and attention to detail
• Excellent communication skills
• High level of discretion and professionalism
• Proactive, forward-looking mindset with the ability to anticipate needs
• Strong stakeholder management and interpersonal skills
• Proficiency in Microsoft Office (Outlook, Teams, PowerPoint, Excel)

If you don’t see yourself fully reflected in every job requirement listed in the posting above, we still encourage you to reach out and apply. Research has shown that women & those from under-represented groups often only apply when they feel 100% qualified. We are committed to creating a more equitable, inclusive, and diverse company, and we strongly encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientations, and life experiences to apply.

What We Offer

You bring your skills and experience to Shell, and in return you work with talented, committed people in an innovative work environment. You’ll have the opportunity to develop the skills you need to grow in an environment where we value honesty, integrity, and respect for one another. You’ll be able to balance your priorities as you become the best version of yourself.

• Progress as a person as we work on innovative projects 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
• Benefit from flexible working hours, and the possibility of remote/mobile working
• Perform at your best with a competitive starting salary and annual performance related salary increase; our pay and benefits packages are among the best in the world
• Take advantage of paid parental leave, including for non-birthing parents
• Join an organization 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 programs

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 Canada

Shell Canada is part of a global group of energy and petrochemicals companies with an average of 92,000 employees in more than 70 countries and has been operating in Canada since 1911.

Shell Canada is one of the few truly integrated energy companies in Canada with all of Shell’s global businesses represented, including upstream, integrated gas, downstream, and renewables and energy solutions. That means we do everything from exploration, gas production, refining and manufacturing, to providing fuels and developing energy solutions for our customers.

At a glance, our businesses and projects in Canada include:

• Joint Venture Partner (40%) with LNG Canada which will export Canadian natural gas to Asian markets
• Shale gas and liquids assets in Alberta and British Columbia
• A network of 1,400 retail stations across Canada
• The Scotford Complex in Alberta, includes an upgrader, chemicals plant and is home to the Quest carbon capture and storage facility
• The Sarnia Manufacturing Centre refinery in Ontario
• Investments in renewables and energy solutions, including EV charging, hydrogen and biofuels
• 15 Shell-owned distribution terminals, three of which have marine operations
• Shell Aviation Canada delivers across a network of 26 airport fixed-based operations and airport consortiums, from coast to coast. Shell Aviation provides 1.7 billion liters of high-quality fuel annually in Canada and offers reliable and safe into-plane delivery
• Strong Sulphur and Lubricants businesses as well as an innovative Supply and Trading business