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

TotalEnergies is a global multi-energy company producing and supplying energy: oil and biofuels, natural gas and green gas, renewables and electricity. Over 100,000 employees are committed to energy that is ever more affordable, clean, reliable and accessible to as many people as possible. As a company with over 500 professions in more than 130 countries, TotalEnergies places sustainable development in all its dimensions at the heart of its projects and operations to contribute to the well-being of populations by offering high safety and environmental standards, strong ethical values, an innovation culture and wide-ranging career development.

We are recruiting to fill the position below:

Job Position: Personal Assistant to Executive Director (Human Resources and Corporate Sevices

Job Location: Lagos
Job Type: Full-time (Onsite)
Type of contract: Graduate
Domain: Human Resources, Secretarial/Administrative Support

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.