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- Tasks: Support the Managing Director with admin tasks, meetings, and travel arrangements.
- Company: Join a dynamic team focused on innovation and excellence in management.
- 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 the company.
- Qualifications: 5 years of PA experience, strong communication skills, and proficiency in Microsoft Office.
- Other info: Knowledge of French is a plus; this role offers a chance to develop your career.
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 the senior management team (total of 4) as and when required.
- Administrative support to the 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.
Personal Assistant to Managing Director (FTC 2 year) employer: TotalEnergies
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 busy executive. This will give you a practical example to discuss during interviews, highlighting your ability to manage multiple tasks and prioritise effectively.
✨Tip Number 3
Brush up on your French language skills if you're not already fluent. Even basic proficiency can set you apart from other candidates, especially since the role involves liaising with the Paris headquarters.
✨Tip Number 4
Prepare examples of how you've demonstrated proactivity in previous roles. Think of situations where you anticipated needs or solved problems before they escalated, as this aligns perfectly with the expectations for this position.
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 specific examples of how you've successfully managed calendars, organised meetings, or handled travel arrangements in previous roles.
Showcase Communication Skills: Since strong verbal and written communication is crucial for this role, consider including a brief section in your application that demonstrates your ability to communicate effectively. This could be a short anecdote or a summary of a successful project.
Highlight Proactivity and Problem-Solving: Use your application to illustrate instances where you've anticipated needs or solved problems proactively. This could be through managing unexpected changes in schedules or finding efficient solutions to logistical challenges.
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. Discuss how you took initiative to solve problems before they escalated, showcasing your proactive mindset which is crucial for this role.
