Personal Assistant to the Executive Director (Secretary General) at TotalEnergies Marketing Nigeria Plc

TotalEnergies Marketing Nigeria Plc is a Marketing and Services subsidiary of TotalEnergies SE; a multinational energy company operating in more than 130 countries and committed to providing sustainable products and services for its customers. For over 50 years, TotalEnergies Marketing Nigeria Plc has remained the leader in the downstream sector of the Nigerian oil and gas industry with an extensive distribution network of over 570 service stations nationwide and a wide range of top quality energy products and services. TotalEnergies Marketing Nigeria Plc (RC 1396) was incorporated as a private company on June 1, 1956 to market petroleum products in Nigeria. 

We are recruiting to fill the position below:

Job Title: Personal Assistant to the Executive Director (Secretary General)

Location: Lagos
Type of contract: Regular position

Activities

• Proactively managing ED(SG)’s calendar including scheduling and prioritising all meeting requests and correspondence ensuring responses and actions are undertaken and completed in a timely manner
• Developing and maintaining effective working relationships with internal and external stakeholders on a range of subjects and business areas.
• Providing executive support with the preparation, organisation and planning of formal meetings or conferences managed by ED(SG)’s office involving internal and external stakeholders.
• Collating and preparing papers, correspondence including reports (KPI report) to ensure compliance with organisational requirements.
• Attend, screen and manage internal/external telephone calls, correspondence and requests.
• Control of approval/signature with contracts, RTOs, invoices and internal documentation etc. within delegated authority through applicable internal systems and aligned with internal guidelines and processes.
• Coordinate finance divisional weekly meeting, prepare and distribute meeting agenda and supporting papers if any, take minutes and follow up on action items with responsible parties thereafter.
• Organize ED(SG)’s business travel arrangements and accommodation in line with company travel and expense and compliance policies, process expenses and claims on behalf of ED(SG).
• Taking a continuous improvement approach to support and identify opportunities for the most efficient and effective PA support model, particularly embracing and using new technology and functionality.
• Work collaboratively with other PA’s within the organisation to ensure smooth running of the department.
• Act for MD’s PA while on vacation/absence.
• Ensure effective logistics management for meetings, team events, conference when required.
• Check that ED(SG)’s office set up is appropriate and that the office equipment is properly maintained.
• Provide general admin support to finance division and follow up requests from department staff.
• Take on additional responsibilities of auto receipting and credit control activities to support treasury and credit control teams.

Context & Environment:

• The Executive Director (Secretary General)’s office is highly sensitive and characterized by high level of activities.
• The job holder is attached to the Executive Director (Secretary General) but to work administratively for all the departments in Finance division.
• Organizational, stakeholders and information management skills (confidentiality and good analytical skills) are vital to the job holder.

Candidate Profile

• Possess a First Degree in any Social Science including Economics and Accounting. Minimum of 2 years work experience required.
• Knowledge of standard office administrative practices/procedures.
• Demonstrates outstanding organisational, planning and prioritisation skills.
• Ensures a high level of accuracy and attention to detail
• Skilled communicator with strong interpersonal skills and ability to build relationships with staff at all levels
• Proficient IT skills in Microsoft Teams and Office applications including Outlook, Word, Excel, PowerPoint, and SharePoint.
• Ability to work on own initiative and as a part of a team liaising with internal and external stakeholders globally and remotely.
• Demonstrates high level of discretion, diplomacy and judgement to dealing with confidential and sensitive information.

Experience:

• Less than 3 years

Application Closing Date
Not Specified.