Global Division Executive Assistant

TOTAL Deutschland GmbH; Trenton (NJ); On-site; USD 60,000 - 85,000; Full time

Job summary

TOTAL Deutschland GmbH is seeking a Global Division Executive Assistant to support the Executive Vice President in Trenton, NJ. The role involves comprehensive administrative support, including managing travel arrangements, scheduling meetings, and handling confidential information. Ideal candidates will have 5+ years of experience, strong organizational skills, and proficiency in Microsoft Office. Knowledge of French or Spanish is a plus. This position requires the ability to work extra hours as needed and manage multiple projects simultaneously.

Qualifications

• 5+ years of relevant work experience as an executive assistant.
• Ability to manage multiple projects and meet deadlines.
• Professional level of communication skills.

Responsibilities

• Assist the EVP with day-to-day administrative functions.
• Manage travel arrangements including itineraries and visa documentation.
• Compose, draft, proof, and finalize correspondence.

Skills

Verbal and written communication skills

Advanced Microsoft Office skills

Organizational skills

Fluent in French and/or Spanish

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Global Division Executive Assistant

The Global Division Executive Assistant supports and assists the Executive Vice President (EVP), as required, with day-to-day administrative functions. Reporting directly to the EVP, he/she works in an environment that requires creativity, flexibility, confidentiality, and keen attention to detail. He/she must manage multiple projects simultaneously and meet stated deadlines.

Facility

Trenton Plants

Specific Duties

• Follow all applicable environmental, health, and safety rules and procedures and immediately report all dangerous situations, near‑misses, and injuries.
• Responsible for all aspects of domestic and international trips; travel including airfare, hotel reservations, car rentals, etc., providing detailed itineraries, agendas, directions, and backup materials; additionally handles passport and visa documentation for traveling abroad, plus pre‑ and post‑travel security reporting.
• Provides administrative support for the management of projects and monitoring of workflow to ensure that deadlines are met and anticipates where problems/conflicts might arise.
• Compose, draft, proof, edit, and finalize correspondence, including e‑mail and other documents.
• Review incoming mail and/or email, prioritize and summarize content, and process replies independently or as directed by the EVP.
• Schedule meetings within Teams and organize the EVP's calendar, including daily interaction with senior management direct reports globally. Take notes, prepare memos, and follow up on actions required to ensure the senior management priorities are met.
• Prepare for meetings supporting the needs of executives involved.
• Manage highly sensitive, confidential information with complete discretion.
• Work extra hours from time to time when required.

Other Duties

Note: This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities are subject to change at any time, with or without notice.

Qualifications

• Professional level of verbal and written communication skills.
• Advanced computer skills using Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint, with the ability to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations to meet deadlines.
• Ability to schedule meetings within Teams and organize the EVP's calendar.
• A proactive approach to problem‑solving with strong decision‑making and organizational skills.
• Minimum of 5 years’ relevant work experience as an executive assistant or executive team.
• Bachelor's degree preferred.
• Fluent French and/or Spanish is desired but not required.

Physical Demands

The employee frequently is required to sit; walk, talk and hear. The employee is occasionally required to climb or balance; stoop, lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, for viewing a computer terminal distance vision, peripheral vision, depth perception vision for driving and ability to adjust focus.

Personal Protective Equipment

• Safety glasses conforming to ANSI Z87.1 or higher.
• Steel toe safety shoes conforming to OSHA General Industry Standards 29 CFR 1910.
• Hearing protection conforming to OSHA General Industry Standards 29 CFR 1910.

Equal Opportunity Employer

Hutchinson Industries, Inc. is an equal opportunity employer.