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Personal Assistant to Executive Director

3 months ago

Lagos, Lagos, Nigeria TotalEnergies Full time

Activities

  • Committed To TotalEnergies golden rules and the use of stop card.
  • Proactively managing EDHR & CS 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 staff, customers, service providers, shareholders etc. on a range of subjects.
  • Providing executive support with the preparation, organisation, planning and effective logistics of all meetings, team events or conference managed by EDHR & CS office involving internal and external stakeholders.
  • Schedule meetings between the ED HR & CS and their direct reports and the committees and groups of which they are a member
  • Collating and preparing papers, correspondence including reports to ensure compliance with organisational requirements.
  • Attend, screen and manage internal/external telephone calls, correspondence and requests.
  • Coordinate HRCS weekly and quarterly divisional meetings, prepare and distribute meeting agenda and supporting papers if any, take minutes and follow up on action items with responsible parties thereafter.
  • Organize ED's business travel arrangements and accommodation in line with company travel and expense and compliance policies, process expenses and claims on behalf of EDHR&CS.
  • Work collaboratively with other PA's within the organisation to ensure smooth running of the department.
  • Check that ED's office set up is appropriate and that the office equipment is properly maintained.
  • 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.
  • Provide general admin support to HR & CS Division particularly the digitization programme and follow up requests from department staff.
  • Any other job assigned by the ED HR & CS.

Context & Environment:

  • The ED HR&CS's office is highly sensitive and characterized by high level of confidential activities.
  • The job holder is attached to the EDHR&CS but to work administratively for all the departments in human resources and Corporate Services Division.
  • Multiple internal and external stakeholders.

Candidate Profile

  • Possess First Degree in Arts or Social Sciences
  • Experience: Less than 3 years
  • Knowledge of standard office administrative practices/procedures.
  • Demonstrates good organisational, planning, multitasking and prioritisation skills plus a high level of accuracy and attention to detail
  • Good communicator with good interpersonal skills and ability to build relationships with staff at all levels
  • Proficient IT skills in Microsoft Teams and Office applications
  • Ability to work on own initiative and as a part of a team liaising with internal and external stakeholders globally and remotely.
  • Confident, proactive, self-motivated and organised approach.
  • Demonstrates high level of discretion, diplomacy and judgement to dealing with confidential and sensitive information.