Personal Assistant to the Executive Director (Secretary General) at TotalEnergies

Candidate Profile

• Possess first degree in any social sciences 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.

Activities

• 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.