Job Description

Country

Singapore

Workplace location

SINGAPORE-FRASERS TWR(SGP)

Employer company

TotalEnergies Marketing Asia-Pacific Middle East Pte Ltd

Domain

Secretarial/Administrative Support

Location

Singapore

Employment type

Regular position

Experience

Minimum 6 years

Candidate Profile

\xc2\xb7 At least 5 years of secretarial experience with strong working knowledge of MS Office, especially power-point and excel

\xc2\xb7 Minimum a Diploma or a graduate of a secretarial course

\xc2\xb7 English speaking and ability to relate to cross-cultural differences

\xc2\xb7 Self-directed, flexible, and proven ability to work independently with minimal supervision

\xc2\xb7 Ability to manage confidential information with discretion

Activities

ADMINISTRATIVE SUPPORT

• Provide secretarial and administrative support to the VP and her direct reporting

• Manage and maintain VP schedules and appointments.

• Maintain movements board for MNRL team.

• Provide and update a monthly reporting of department OPEX costs with specific focus on travel costs and communications costs.

• Ensure adequate inventory and raise purchase of office supplies

• Creating new vendors and PR/PO within relevant systems, submitting of invoices to Finance for payment on a timely basis

• Maintain proper filing system

• Handle incoming calls and enquiries

• Coordinate arrival and induction of new team members.

• Work closely with other DA\'s on transverse projects and best practice sharing.

TRAVELS ORGANISATION

• Coordinate and assist with travel arrangement, visa applications and/or hotel arrangements to the VP and its team members

• Prepare all the requested documents to be provided to VP before departure

• Ensure follow-up of expiry dates for visa and official paper

MEETINGS & EVENTS

• Organize internal meetings and ensure annual planification

• Coordinate and organize seminars, conferences, events and business meetings

• Support VP and VP direct reporting to promote team culture and effectiveness of the department by organizing team events and promoting MNRL \xe2\x80\x9cbetter together" attitudes.

• Assist in preparing business presentation document and spreadsheets, when required

• Maintain key contacts for affiliate retail and logistics key personnel.

Context & Environment

Asia Pacific is a large geographical area comprising of countries with diverse cultures. The diversity poses a major challenge in communication and coordination of various activities particularly travel-related formalities. Coping with such challenges usually demand a good level of personnel expertise and resourcefulness. The job also calls for familiarity with Company procedures relevant to mission travels, security risks and procurement.

TotalEnergies