Executive Secretary (External)

TotalEnergies; Singapore; On-site; SGD 40,000 - 68,000; Full time

Job summary

TotalEnergies Singapore is seeking an experienced office administrator to provide efficient and professional support to traders and management. You will manage secretarial tasks, travel arrangements, expense claims, dining bookings, and coordination of meetings and events to ensure smooth trading operations.

The role requires strong organisational skills, initiative, diplomacy, and the ability to work under pressure while coordinating with finance, legal, and tax teams.

Qualifications

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

Responsibilities

• Provide efficient and strong administration support to the office, especially towards traders and management.
• Coordinate and liaise with departments for counterparty onboarding and registration.
• Prepare and submit expense claims for employees.
• Coordinate internal/external business meetings and manage meeting room booking.
• Assist in the coordination of major events such as APPEC and annual events.
• Prepare presentation slide decks and reports for Traders.

Skills

Team player

Initiative

Diplomacy

Organised

Meticulous

Adaptable

Education

Bachelor’s degree

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 the office whenever required
• Ability to handle stress and tasks with tight deadlines.
• 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 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.

Profil du candidat

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

Contexte et environnement

• 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.

Activités

• 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.

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)

TotalEnergies valorise la diversité, promeut le développement individuel et offre des opportunités d'emploi égales à tous les candidats.