Personal Assistant (with Office Administration duties)

TotalEnergies; Dubai; On-site; AED 100,000 - 120,000; Full time

Job summary

Une entreprise énergétique internationale recherche un(e) Assistant(e) de Direction à Dubaï pour fournir un soutien administratif. Le candidat idéal aura plus de 8 ans d'expérience, des compétences en communication exceptionnelles, ainsi qu'une maîtrise de l'anglais, du français et de l'arabe. Ce rôle nécessite une capacité à travailler dans un environnement multiculturel, tout en gérant efficacement les tâches secrétariales et administratives.

Benefits

Opportunités d'emploi équitables

Développement individuel

Qualifications

• Au moins 8 ans d'expérience pertinente dans un rôle similaire.
• Expérience et intérêt à travailler dans un environnement multiculturel.
• Connaissance technique : pratiques secrétariales d'entreprise, littératie informatique.

Responsibilities

• Effectuer des tâches secrétariales et fournir un soutien administratif à l'équipe.
• Coordonner les exigences de voyage relatives au MD/VP et à l'équipe.
• Gérer l'administration générale du flux et du calendrier du MD/VP.

Skills

Excellentes compétences en communication

Proficience en anglais

Proficience en français

Proficience en arabe

Gestion de bureau

Tools

Microsoft Office

SAP

Job description

Contexte et environnement

The scope of the job entails secretarial and administrative knowledge and expertise coupled with dedication and 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.

Activités

1. Contributes to the overall effectiveness of the business by performing secretarial duties, providing administrative support to the team.
2. Facilitates hotel, restaurant, and transportation bookings 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 requirements in connection with 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, maintains accurate records of papers and electronic correspondence, and manages all arrangements (Taxi/Driver/Meeting rooms, etc.).
10. Office and Other Costs Management: assists in the PR/PO process and expenses validation, monitors invoices, and maintains a tracker for cost control.
11. Serves as the point of contact for office management (procurement, office supplies, maintenance, facilities, etc.).
12. Manages relationships with vendors, service providers, and landlords, including contract and price negotiations, ensuring timely invoicing and payments, and creating vendor codes in SAP.
13. Reporting: maintains monthly reports and tracks all office costs and expenses, updates PO, travel, and invoice trackers, and follows up on invoice payments.
14. Office Management: manages office services, ensures organized operations and procedures, reviews supply requisitions, and supports office efficiency through procurement and layout planning.
15. Provides general support to visitors and organizes internal and external events as per management requests.
16. Other Objectives: ensures compliance with processes and guidelines, works on various projects, coordinates with different departments, maintains professional rapport, is proactive, and assists with ad-hoc tasks as delegated.

Profil du candidat

• At least 8 years of relevant experience in a similar role.
• Excellent communication skills.
• Proficiency in English, French, and Arabic (oral and written) is necessary due to regular correspondence with stakeholders from France and Middle Eastern countries.
• Experience and interest in working in a multicultural environment.
• Office management experience is advantageous.
• Technical knowledge: corporate secretarial practice, Microsoft Office, IT literacy.

Informations supplémentaires

TotalEnergies values diversity, promotes individual development, and offers equal employment opportunities to all candidates.