Personal Assistant to the Executive Director
2 weeks ago
ABOUT THE COMPANY
TotalEnergies is a broad energy company that produces and markets energies on a global scale: oil and biofuels, natural gas and green gases, renewables and electricity. Our 105,000 employees are committed to energy that is ever more affordable, clean, reliable and accessible to as many people as possible. Active in more than 130 countries, TotalEnergies puts sustainable development in all its dimensions at the heart of its projects and operations to contribute to the wellbeing of people.
JOB SUMMARY
Candidate Profile Possess a First Degree in any Social Science including Economics and Accounting. Minimum of 2 years work experience required. Knowledge of standard office administrative practices/procedures. Demonstrates outstanding organisational, planning and prioritisation skills. Ensures a high level of accuracy and attention to detail Skilled communicator with strong interpersonal skills and ability to build relationships with staff at all levels Proficient IT skills in Microsoft Teams and Office applications including Outlook, Word, Excel, PowerPoint, and SharePoint. Ability to work on own initiative and as a part of a team liaising with internal and external stakeholders globally and remotely. Demonstrates high level of discretion, diplomacy and judgement to dealing with confidential and sensitive information.Experience: Less than 3 years
RESPONSIBILITIES
Proactively managing ED(SG)'s calendar including scheduling and prioritising all meeting requests and correspondence ensuring responses and actions are undertaken and completed in a timely manner Developing and maintaining effective working relationships with internal and external stakeholders on a range of subjects and business areas. Providing executive support with the preparation, organisation and planning of formal meetings or conferences managed by ED(SG)'s office involving internal and external stakeholders. Collating and preparing papers, correspondence including reports (KPI report) to ensure compliance with organisational requirements. Attend, screen and manage internal/external telephone calls, correspondence and requests. Control of approval/signature with contracts, RTOs, invoices and internal documentation etc. within delegated authority through applicable internal systems and aligned with internal guidelines and processes. Coordinate finance divisional weekly meeting, prepare and distribute meeting agenda and supporting papers if any, take minutes and follow up on action items with responsible parties thereafter. Organize ED(SG)'s business travel arrangements and accommodation in line with company travel and expense and compliance policies, process expenses and claims on behalf of ED(SG). Taking a continuous improvement approach to support and identify opportunities for the most efficient and effective PA support model, particularly embracing and using new technology and functionality. Work collaboratively with other PA's within the organisation to ensure smooth running of the department. Act for MD's PA while on vacation/absence. Ensure effective logistics management for meetings, team events, conference when required. Check that ED(SG)'s office set up is appropriate and that the office equipment is properly maintained. Provide general admin support to finance division and follow up requests from department staff. Take on additional responsibilities of auto receipting and credit control activities to support treasury and credit control teams.Context & Environment: The Executive Director (Secretary General)'s office is highly sensitive and characterized by high level of activities. The job holder is attached to the Executive Director (Secretary General) but to work administratively for all the departments in Finance division. Organizational, stakeholders and information management skills (confidentiality and good analytical skills) are vital to the job holder.
REQUIRED SKILLS
Answering telephones and call management, Calendar management, Secretarial work, Email correspondence, Communication
REQUIRED EDUCATION
Bachelor's degree
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