Executive Assistant

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). He/She 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. 

• 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.

• 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. 

• Bachelor’s degree in business, finance, economics, public administration or a related field. 

• At least 5 years working experience as an Executive. Personal Assistant within a multicultural environment or 10+ years of progressive administrative experience, working with senior leadership and managerial teams. 

• Fluent English, spoken and written. Fluency in French is an added advantage.

• High level of professionalism with excellent verbal and written communication skills.

• Proactive, ability to anticipate the needs of the team.

• Experience supporting a virtual workforce.