Singapore Job Openings
TotalEnergies
Assistant (2-Years Contract)
Singapore
November 18, 2024
- 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
- 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
- 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
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