Context and environment

TotalEnergies Marketing Uganda is an equal opportunities employer. Our belief in diversity means that regardless of one’s gender, creed, race, tribe or nationality, anyone with the right qualifications, attitude and commitment can work with us and grow not only in the role they are recruited into but any other they may later qualify for within the company.

The Executive Assistant provides high-level, confidential secretarial support to the Management Committee. He /she is meant to work closely with Heads of department to ensure timely closure of assigned tasks and requests from the MD and/ or the MD’s Line Manager(s). 

Main Objective

• The Executive Assistant is responsible for providing strategic support to the Managing Director primarily by managing operations, coordinating relations with partners strategic to the mission of the MD’s Office and ensuring the efficient operations within the Office. 

Key Roles & Responsibilities 

Executive and Strategic Support 

• Serve as a trusted advisor to the MD in helping to manage administrative priorities and strategic initiatives related to the running of the office of the MD.
• Provide oversight over the management of the MD and FM’s calendars, including scheduling of high-level meetings, calls with strategic partners, and internal leadership discussions.
• Coordinate the communication between the MD’s office and other Executive Assistants of MDs within the company, with other TotalEnergies’ affiliates and outside the company.
• Prepare and compile reports and/ or follow up on reports assigned by the MD.  
• Act as a liaison between the MD and internal/external stakeholders, including strategic project partners, regulatory bodies, and other strategic partners as required.
• Arrange travel, logistics and accommodations for the MD.
• Manage the costs related to international travel and accommodation for all staff.
• Oversee and mentor other Assistants and ensuring administrative excellence by coming up with platforms that encourage teamwork and collaboration
• Streamline communication and coordination between senior management and amongst the departments as guided by the MD.
• Coordinate with support staff to ensure MD’s schedule is respected and followed.
• Be a floor Marshal and champion the safety culture especially in relation to POB for expatriates and the company’s visitors.
• Optimize internal processes of the Office and ensuring their compliance with the requisite policies and efficiency in execution.

Communication and Event Management

• Coordinate in collaboration with Corporation Affairs, all events hosted by the MD.
• Coordinate newsletters, media outreach, and corporate branding efforts requiring the input of the MD.
• Promptly respond to emails/texts/phone calls related to the MD’s office.
• Host the MD’s guests and cater for their hospitality. 
• Dispatch incoming letters from external Organizations and Government Agencies.
• Coordinate high level mission activities (VIP Visits) for the teams coming from HQ. 

Qualifications

Academic or Professional Qualifications