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Assistant (2-years Contract)

1 month ago

Singapore TOTALENERGIES EP ASIA PACIFIC PTE. LTD. Full time
Roles & Responsibilities

Job 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


Job Requirements

  • 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



Tell employers what skills you have

Able To Multitask
Microsoft Office
Coordination
Ability To Work Independently
Travel Arrangements
Interpersonal Skills
Office Management
Adaptable
Negotiation Skills
Time Management
Communication Skills
Administrative Support
Scheduling
Writing Skills

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