Executive Secretary (12-months Contract)

Country Singapore City SINGAPORE Workplace location SINGAPORE-FRASERS TWR(SGP) Employer company TotalEnergies Trading Asia Pte Ltd Domain Secretarial/Administrative Support Type of contract Fixed term position Contract duration 12 Months Experience Minimum 3 years

Context & Environment

• Provide efficient and strong administration support to the office in a professional manner, especially towards traders and management, in order for employees to focus on their main trading or operational functions.
• Constant awareness of the changing environment within Singapore and the region, to provide accurate and fast information to the office whenever required
• Ability to handle stress and tasks with tight deadlines.

Activities

The jobholder reports to the Compensation, Benefits and Administration Manager of the Singapore office, under the local supervision of the Managing Director of TotalEnergies Trading Asia Pte. Ltd.

Job Dimensions

•    Ensure secretarial and administration support is provided in the most efficient and effective ways to the office.

Activities

• Provide secretarial and general administration support services to the office.
• Support the Traders in the preparation and submission of tenders.
• Handle complex travel arrangement.
• Prepare and submit expense claims for employees.
• Make dining reservations.
• Coordinate internal/external business meetings and manage meeting room booking.
• Assist in the coordination of major events such as APPEC, Beaujolais, Annual Crude/ Products/PETCHEM events.
• Ensure proper document and file management.
• Support the Traders in the preparation of presentation slide decks and reports.
• Coordinate and liaise with various departments (e.g. Credit, Legal, Finance, Tax) for counterparty on-boarding and registration.
• Undertake secretarial and administrative tasks as assigned and carry out the duties diligently.

Candidate Profile

Education and Work Experience

• Bachelor’s degree 
• At least 5 years of prior relevant experience in a similar support role
• Prior experience in events management
• Strong knowledge and experience in complex travel arrangements

Essential Qualities

• Intelligent, strong sense of initiative, meticulous, dynamic, organised and possess diplomacy skills
• Strong team player and adaptable

Language

• Excellent oral and written communication skills in English
• Proficiency in other languages will be an advantage (e.g. Mandarin and/or French)

Additional Information

TotalEnergies values diversity, promotes individual growth and offers equal opportunity careers.