Executive Secretary

TOTAL Deutschland GmbH; Singapore; On-site; SGD 33,480 - 61,380; Full time

Job summary

Total Deutschland GmbH in Singapore is seeking an experienced administrative professional to provide efficient secretarial support to traders and management. The role focuses on enabling others to concentrate on core trading and operational tasks.

Responsibilities include tender support, expense processing, meeting coordination, and major event logistics, with strong emphasis on accuracy and professionalism in a fast-paced environment.

Qualifications

• Minimum 5 years of prior relevant experience in a similar support role.
• Strong communication in English, both written and spoken.
• Proficiency in additional languages (e.g., Mandarin and/or French) is a plus.
• Able to stay composed under pressure and meet tight deadlines.
• Ability to coordinate meetings, travel, and logistics effectively.

Responsibilities

• Provide secretarial and general administration support to the office.
• Support Traders in tender preparation and submission.
• Prepare and submit employee expense claims.
• Make dining and travel arrangements as needed.
• Coordinate internal/external business meetings and book meeting rooms.
• Assist in major events and corporate activities (APPEC, Beaujolais, etc.).
• Ensure proper document and file management.
• Support in preparing presentation slides and reports.
• Collaborate with Credit, Legal, Finance, Tax for onboarding and registrations.

Skills

Administration

Secretarial

Attention to detail

Time management

Diplomacy

Job description

• 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 theofficewhenever required
• Ability to handle stress and tasks with tight deadlines.

Activities

• Provide secretarial and general administration support services to the office.
• Support the Traders in the preparation and submission of tenders.
• 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 majoreventssuch asAPPEC,Beaujolais,AnnualCrude/Products/PETCHEMevents.
• 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

• Atleast5 yearsofpriorrelevantexperienceinasimilarsupportrole
• Intelligent, strong sense of initiative, meticulous, dynamic, organised and possess diplomacy skills

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.