Assistant (2-years contract)

1 day ago


Singapore TOTAL Deutschland GmbH Full time

Employer Company:TOTALENERGIES REFINING & CHEMICALS SINGAPORE PTE. LTD.
Domain:Secretarial/Administrative Support
Type of Contract:Fixed term position
Duration of Contract:2 Years
Experience:Minimum 6 years
ActivitiesCoordinate and organize travel arrangements including flight booking, hotel reservation, transportation, 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 arranging meetings & travels, preparing expense claims & leave applications, and following 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 Power Point presentations 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 arrangements 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 reporting as and when required.
Routinely monitor the stationery supplies and make requisition when needed.
Candidate ProfileMinimum 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 organized.
Able to multi-task and to work with minimal supervision.
Additional InformationTotal Energies values diversity, promotes individual growth, and offers equal opportunity careers.#J-18808-Ljbffr



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