TotalEnergies Personal Assistant to the Executive Director (Secretary General)

• Possess a first degree in any of the 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 part of a team, liaising with internal and external stakeholders globally and remotely.

• Demonstrates high level of discretion, diplomacy and judgement when dealing with confidential and sensitive information.

• 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, internal documentation, etc. within delegated authority through applicable internal systems and aligned with internal guidelines and processes.

• Coordinate the finance divisional weekly meeting, prepare and distribute the 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 the smooth running of the department.

• Act for MD’s PA while on vacation/absence.

• Ensure effective logistics management for meetings, team events, and conferences 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.

• The Executive Director’s (Secretary General) office is highly sensitive and characterized by a high level of activity.

• The job holder is attached to the Executive Director (Secretary General) but works administratively for all the departments in the Finance Division.

• Organizational, stakeholder, and information management skills (confidentiality and good analytical skills) are vital to the job holder.