Personal Assistant (with Office Administration duties)

Total Energies; Al Bihouth; On-site; AED 60,000 - 120,000; Full time

Job summary

Total Energies seeks an experienced Office Manager/Administrative Assistant to provide essential support and manage office services. The role involves executing secretarial duties, coordinating logistics, and ensuring compliance with office practices while maintaining a professional rapport with all stakeholders. Proficiency in English, French, and Arabic is required, along with strong organizational and IT skills, to thrive in a multicultural environment.

Qualifications

• At least 8 years of relevant experience in a similar role.
• Experience and interest in working in a multicultural environment.
• Office management experience is an advantage.

Responsibilities

• Contributes to the overall effectiveness of the business by performing secretarial duties and providing administrative support to the team.
• Facilitates bookings for hotels, restaurants, and transportation for missions, seminars, and other events.
• Assists in setting up and organizing internal meetings logistics.
• Maintains the general management of the MD/VP workflow, calendar, and daily meetings schedule.
• Coordinates travel arrangements for the MD/VP and the team.
• Issues expense claims for MD/VP and handles expenses for the team.
• Prepares correspondence and PowerPoint presentations on behalf of the MD/VP.
• Ensures the MD/VP is fully briefed or prepared for engagements.
• Monitors invoices and maintains a tracker for cost control.
• Negotiates contracts with office vendors and service providers.

Skills

Proficiency in English

Proficiency in French

Proficiency in Arabic

Microsoft Office

IT literacy

Job description

The scope of the job entails secretarial and administrative knowledge and expertise coupled with dedication and strong coordination with managers and colleagues. The tasks can easily be achieved with the support, guidance, and motivation from dedicated and highly skilled managers and the whole team(s).

Activities

1. Contributes to the overall effectiveness of the business by performing secretarial duties and providing administrative support to the team.
2. Facilitates bookings for hotels, restaurants, and transportation for missions, seminars, temporary movements, and other events end to end.
3. Assists in setting up and organizing the department's internal meetings logistics.
4. Acts as interim in the absence of other assistants within the affiliate, as assigned.
5. Maintains the general management of the MD/VP workflow, calendar, and daily meetings schedule.
6. Coordinates travel arrangements for the MD/VP and the team.
7. Issues expense claims for MD/VP and handles expenses for the team (verification & follow-up for payment).
8. Prepares correspondence and PowerPoint presentations on behalf of the MD/VP.
9. Ensures the MD/VP is fully briefed or prepared for engagements, and maintains an accurate record of papers and electronic correspondence, managing all arrangements (Taxi/Driver/Meeting rooms, etc.).

Office and Other Costs Management

1. Assists in the PR/PO process and expenses validation by finance and MD/VP.
2. Monitors invoices and maintains a tracker for cost control.
3. Serves as the point of contact for office management (procurement, office supplies, maintenance, facilities, others).
4. Manages relationships with vendors, service providers, and landlords.
5. Negotiates contracts and prices with office vendors, service providers, and lease agreements as required, ensuring timely invoicing and payments. Manages creation of vendor codes in SAP.
6. Maintains monthly reports and tracks all office costs and expenses. Updates PO tracker, travel tracker, invoice tracker, and follows up on payments.

Office Management

1. Responsible for managing office services, ensuring organized operations, controlled correspondences, designed filing systems, and reviewed supply requisitions.
2. Ensures office efficiency through planning and execution of equipment procurement, layouts, and office systems.
3. Provides general support to visitors.
4. Organizes and coordinates internal and external events as per management requests.

Other Objectives

1. Ensures adherence to compliance processes and guidelines related to the position's roles and responsibilities.
2. Works on different projects within the team or with other teams as required.
3. Coordinates with different departments to execute tasks.
4. Maintains respectful and professional rapport with all team members.
5. Proactively completes tasks, takes the lead in responsibilities, and assists the team as needed.
6. Performs other ad-hoc duties as delegated.

Candidate Profile

1. At least 8 years of relevant experience in a similar role.
2. Proficiency in English, French, and Arabic (oral and written) is necessary for regular correspondence with stakeholders from France and Middle East countries.
3. Experience and interest in working in a multicultural environment.
4. Office management experience is an advantage.
5. Technical knowledge includes:

• Corporate secretarial practice
• Microsoft Office
• IT literacy

Additional Information

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

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