Personal Assistant to Executive Director (Human Resources and Corporate Sevices at TotalEnergies

Activities

• Committed To TotalEnergies golden rules and the use of stop card.
• Proactively managing ED(HR & CS) calendar including scheduling and prioritising all meeting requests and correspondence ensuring  responses and actions are undertaken and completed in a timely manner.
• Developing and maintaining effective working relationships with internal and external stakeholders (staff, customers, service providers, shareholders etc.) on a range of subjects.
• Providing executive support with the preparation, organisation, planning and effective logistics of all meetings, team events or conference managed by ED(HR & CS) office involving internal and external stakeholders.
• Schedule meetings between the ED HR & CS and their direct reports and the committees and groups of which they are a member
• Collating and preparing papers, correspondence including reports to ensure compliance with organisational requirements.
• Attend, screen and manage internal/external telephone calls, correspondence and requests.
• Coordinate HRCS weekly and quarterly divisional meetings, prepare and distribute meeting agenda and supporting papers if any, take       minutes and follow up on action items with responsible parties thereafter.
• Organize ED’s business travel arrangements and accommodation in line with company travel and expense and compliance policies, process expenses and claims on behalf of ED(HR&CS).
• Work collaboratively with other PA’s within the organisation to ensure smooth running of the department.
• Check that ED’s office set up is appropriate and that the office equipment is properly maintained.
• Taking a continuous improvement approach to support and identify opportunities for the most efficient and effective PA support model, particularly embracing and using new technology and functionality.
• Provide general admin support to HR & CS Division (particularly the digitization programme) and follow up requests from department staff.
• Any other job assigned by the ED HR & CS.

Context & Environment:

• The ED (HR&CS)’s office is highly sensitive and characterized by high level of confidential activities. 
• The job holder is attached to the ED(HR&CS) but to work administratively for all the departments in human resources and Corporate Services Division.
•  Multiple internal and external stakeholders.

Candidate Profile

• Possess First Degree in Arts or Social Sciences
• Experience: Less than 3 years
• Knowledge of standard office administrative practices/procedures.
• Demonstrates good organisational, planning, multitasking and prioritisation skills plus a high level of accuracy and attention to detail
• Good communicator with good interpersonal skills and ability to build relationships with staff at all levels
• Proficient IT skills in Microsoft Teams and Office applications
• Ability to work on own initiative and as a part of a team liaising with internal and external stakeholders globally and remotely.
• Confident, proactive, self-motivated and organised approach.
• Demonstrates high level of discretion, diplomacy and judgement to dealing with confidential and sensitive information.