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- Tasks: Support the Managing Director with administrative tasks and manage their calendar.
- Company: Join a dynamic team focused on innovation and excellence in the industry.
- Benefits: Enjoy flexible working options and opportunities for professional growth.
- Why this job: Be part of a vibrant culture while making a real impact in a senior role.
- Qualifications: 5 years of experience as a PA, with strong communication and organisational skills.
- Other info: Knowledge of French is a plus; formal training in secretarial work is preferred.
The predicted salary is between 30000 - 42000 £ per year.
To provide a secretarial and personal assistance service to the Managing Director and other members of senior management team (total of 4) as and when required.
Administrative support to wider team on an ad hoc basis.
Proactively maintain and manage the Director’s calendars, arrangement, cancellation and monitoring of meetings.
Organize regular Direct Reports / Business Unit Meetings/ one to one as required for the MD.
Organise travel and prepare travel pack including travel & necessary documentations.
Organise company events.
For senior management meetings: Logistics (venue booking), agenda preparation, take / issue minutes and update / follow-up to the action register.
Co-ordinate events, meetings and information exchange involving Paris HO or other Group entities.
Prepare monthly expense claims for the MD.
Maintain CMC* rota and review to ensure full coverage and assist as required.
Assist with any other reasonable requests from the MD & Management team.
Master Data management – Assist with supplier creation or update in MBC, access rights to MBC, to EVP and other back office tools (Themis, etc.).
Office supply management (stationary ordering, etc.).
Liaising with IT and office access management as and when needed.
Candidate Profile
- Organizational Skills: Exceptional ability to prioritize and manage multiple tasks efficiently.
- Communication Skills: Strong verbal and written communication abilities.
- Attention to Detail: High level of accuracy in handling tasks and information.
- Proactivity: Self-starter with a problem-solving mindset and the ability to anticipate the MD’s needs.
- Professionalism: Maintains discretion and confidentiality at all times.
- Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
- Flexibility: Adaptable to changing priorities and schedules.
- 5 years’ experience of working at senior secretary/PA level. Formal secretarial training and qualifications as appropriate for the role.
- A good standard of French language is an advantage.
Contact Detail:
TotalEnergies Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Personal Assistant to Managing Director (FTC 2 year)
✨Tip Number 1
Familiarise yourself with the specific tools and software mentioned in the job description, especially Microsoft Office Suite. Being proficient in these applications will not only help you perform well in the role but also demonstrate your readiness to hit the ground running.
✨Tip Number 2
Showcase your organisational skills by preparing a mock calendar for a Managing Director. Include various types of meetings and travel arrangements to illustrate your ability to manage multiple tasks efficiently. This practical demonstration can set you apart during interviews.
✨Tip Number 3
Brush up on your French language skills if you're not already fluent. Even basic proficiency can be a significant advantage, especially when liaising with the Paris headquarters or other group entities.
✨Tip Number 4
Prepare examples of how you've previously anticipated the needs of senior management. Highlighting your proactive approach and problem-solving mindset can make a strong impression on the hiring team.
We think you need these skills to ace Personal Assistant to Managing Director (FTC 2 year)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience as a Personal Assistant, particularly any roles where you supported senior management. Emphasise your organisational skills and proficiency in Microsoft Office Suite.
Craft a Compelling Cover Letter: In your cover letter, address how your skills align with the job description. Mention your ability to manage multiple tasks, your communication skills, and your proactive approach to anticipating needs.
Showcase Attention to Detail: Provide examples in your application that demonstrate your attention to detail. This could include instances where you successfully managed complex schedules or organised events with precision.
Highlight Language Skills: If you have a good standard of French, make sure to mention it in your application. This could set you apart from other candidates and show your ability to liaise with international teams.
How to prepare for a job interview at TotalEnergies
✨Showcase Your Organisational Skills
Be prepared to discuss specific examples of how you've successfully managed multiple tasks in previous roles. Highlight your ability to prioritise effectively and keep everything running smoothly, especially in a fast-paced environment.
✨Demonstrate Strong Communication Abilities
Since the role requires excellent verbal and written communication skills, practice articulating your thoughts clearly. You might be asked to provide examples of how you've communicated with senior management or handled sensitive information.
✨Emphasise Attention to Detail
Prepare to discuss instances where your attention to detail made a significant difference in your work. This could include managing calendars, preparing documents, or coordinating events. Be ready to explain how you ensure accuracy in your tasks.
✨Exhibit Proactivity and Problem-Solving Skills
Think of examples where you anticipated the needs of your previous managers or teams. Show that you're a self-starter who can identify potential issues before they arise and take initiative to resolve them.
