Job Description

CountrySouth AfricaLocationSouth AfricaWorkplace locationJOHANNESBURG-BIERMANN AV(ZAF)DomainSecretarial/Administrative SupportType of contractRegular positionExperienceMinimum 6 yearsCandidate Profile

• Minimum Bachelor's degree or equivalent experience
• Eight (8) years' work experience with at least four (4) years in an executive office management role
• Experience in diary management / researching and booking of travel and accommodation essential
• Above average use of Microsoft Office (Word, Excel and PowerPoint and Outlook).
• Knowledge and experience in the use of SAP and SAP Elevate would be an advantage.
• Excellent oral and written communication skills and ability to professionally represent the office of the MD & CEO.
• Key competencies include excellent organisational and administration skills, strong sense of confidentiality, ability to priorities, ability to work under pressure and multitask and excellent interpersonal skills. English is the working language and knowledge of French would be an added advantage

ActivitiesManagement of the MD & CEO's Office

• to coordinate, manage and maintain the MD's diary.
• to conduct weekly diary meetings with the MD & CEO to discuss upcoming engagements, invitations, and requests
• to prepare and manage incoming and outgoing correspondence
• to filter and sift information, queries, phone calls and invitations to the md by redirecting to the appropriate contacts.
• to participate in the coordination board meetings
• to arrange and coordinate travel and accommodation for overseas visitors to the md
• to arrange and coordinate meeting and conferences for TMSA management committee.
• to compile and produce all presentations in various formats
• to ensure that documentation is complete whenever the CEO is required to append his signature
• to screen, review and action emails on behalf of the MD
• to liaise and communicate with internal and external stakeholders
• to provide essential office management services for CEO's office including secretarial services for the Deputies Vice President Southern Africa for zone activities.
• to prepare for MANCOM meetings and coordinate arrangements for the meeting.

.Travel Management

• Search, schedule & book flight in advance for the MD and deputies on the CWT system; Approve on behalf of MD's travel request on CWT system
• Book boarding visas in advance where & when required, Book and issue travel vouchers, hotel vouchers and transfer vouchers on time
• Check in online and send boarding passes to MD and deputies; Arrange expediting services at the airport in advance
• Liaise and update MD on the change in travel system; Update and inform MD of cancelled & rescheduled flights in advance
• Inform & update the MD driver on all upcoming trips; Assist with travel and other logistics on MD visits
• Update the security office of MD's or deputies travel or external/international guests

Expense claim

• Collect and compile a list of all MD's claims for the month; International expenses and convert all currencies
• Process AFA Managing Directors expense claims; Liaise with AFA MD's personal assistant for verification of expense claims
• Check and verify all expenses and process them on excel sheet; Acquire all signatures required within the due date
• Submit expense claims to payroll for payment within the cutoff date

Representation

• To arrange and coordinate functions as and when required

Context & Environment

• Organizational - the position interacts with different and high-profile stakeholders requiring execution of duties with a strong sense of professionalism, high level communication skills and integrity and confidentiality.
• Safety and Security - a high sense of ownership and awareness of one's and other's surrounding to ensure safety of person and intellectual property and business intelligence.
• Legal - full understanding of the delegation of authority with the office of the MD & CEO and help safeguard the company against risk and exposure by having good control of incoming and outgoing information in whatever form

TotalEnergies