Country
Singapore
City
SINGAPORE
Workplace location
SINGAPORE-FRASERS TWR(SGP)
Employer company
TOTALENERGIES REFINING & CHEMICALS SINGAPORE PTE. LTD.
Domain
Secretarial/Administrative Support
Type of contract
Fixed term position
Duration of contract
2
Duration unit
Years
Experience
Minimum 6 years

Context & Environment

  • Multicultural and diverse environment
  • Required to work and engage closely with different levels of stakeholders within Singapore Office and from different regions, including HQ in Paris

Activities

  • Coordinate and organize travel arrangements including flight booking, hotel reservation, transportations and verification of immigration requirements for the SVP and team members
  • Schedule, prioritize and confirm meetings, appointments and any other related engagements for the SVP and team members
  • Provide secretarial duties to the SVP in meeting their day-to-day responsibilities such as but not limited to arranging for meetings & travels, preparing expense claims & leave applications as well as to follow through on specific actions that need to be followed up
  • Handle all incoming calls for the SVP and team members
  • Assist in organizational communication and coordination to and from the Head office, if any.
  • Liaise with the SVP’s direct reports to obtain information required on a periodical basis (management reports, meeting notes, etc) and ensure that timelines for feedback/completion are adhered to
  • Assist in the preparation of reports relating to the Company’s business and presentation of papers for conferences
  • Assist in preparing powerpoint presentation when required
  • Follow-up of internal and external correspondence: receiving/sending, registering and filing 
  • Maintain the travel planner up-to-date according to travel & leave plans
  • Coordinate and organize board meetings and seminars when required
  • Arrange teleconferencing and videoconferencing with overseas colleagues and partners
  • Maintain a good working relationship with the affiliates and transverse department
  • Ensure that travel/hotel arrangement and expense claims are compliant with the travel policy at all times
  • Systematically negotiate rates and fees proposed by external providers
  • Assist with ad-hoc projects or reportings as and when required
  • Routinely monitor the stationery supplies and make requisition when needed

Candidate Profile

  • Minimum 5 years of working experience as a Personal Assistant 
  • Certificate/Diploma in Professional Secretarial Course, admin or equivalent 
  • Excellent writing, communication and interpersonal skills 
  • Good hands-on knowledge of Microsoft Office tools  
  • Meticulous, detailed and able to work under pressure
  • Flexible, adaptable and organised 
  • Able to multi-task and to work with minimal supervision

Additional Information

TotalEnergies values diversity, promotes individual growth and offers equal opportunity careers.