Context & Environment
About TotalEnergies
TotalEnergies is a major energy company, which produces and markets fuels, natural gas and low-carbon electricity. Over 100,000 employees are committed to better energy that is safer, more affordable, cleaner and accessible to as many people as possible. Active in more than 120 countries, TotalEnergies ambition is to achieve carbon neutrality by 2050 or sooner. The US Government is engineering a major transformation of the US economy with ambitious goals to cut GHG emissions in half by 2030 and reach net-zero emissions by 2050.
What We Provide
TotalEnergies offers a robust comprehensive benefits package available to employees on the first day of hire. These benefits include but are not limited to generous PTO, medical, dental & vision care, HSA with company contributions, health FSA, commuter benefits or paid parking, 401(k) plan with employer match, pension plan, life & accident insurances, generous parental leave, education assistance, fitness subsidy and more.
TotalEnergies celebrates diversity and is committed to Equal Employment Opportunity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, protected veteran status, disability status or any other category protected under applicable federal, state or local law. We are also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.
TotalEnergies believes that diversity and inclusion among our teammates is critical to our success as a global company, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.
International Consideration
TotalEnergies regrets that it is unable to sponsor employment Visas or consider individuals on time-limited visa status for this position.
Activities
The Executive Assistant will primarily support the CFO, coordinating the activities of the Finance department by ensuring smooth flow of business activities for the CFO, department, and stakeholders. Supports the CFO with communications, correspondence, calendar management, meeting and event coordination, expense reporting, travel arrangements, and other activities as required.
Safety & Crisis Management:
- Complies with all site safety policies and practices, Promotes safety activities and objectives within the Tower. Acts as Fire Warden for 23rd floor.
- Follows Anomaly reporting and alerts CFO and Sr. Executives in case of deviation.
- Be a member of the crisis management team and act as a Documentation Specialist in an Emergency Operations Center (EOC).
Executive support:
- Day to day support of the CFO.
- Provides administrative support to CFO.
- Continuously monitors CFO calendar for changes/overlap of scheduled meetings and anticipate changes for upcoming weeks.
- Coordinates and aligns CFO calendars in an international environment, in coordination with local and HQ admins.
- Supports organizational calendar for CFO.
- Arranges and coordinates for domestic and international travel for CFO.
- Prepares expense reports for CFO in a timely manner.
- Follow up on requests and update CFO of incoming request internally and externally (POs, DocuSign, external requests for meetings)
- Generates IT request tickets for CFO as needed.
Meetings and events coordination:
- Prepares and organizes regular Finance management meetings in coordination with the management team.
- Schedule recurring CDTEAS meetings.
- Schedule Quarterly Baystar Finance audit committee meetings and pre-meetings (~4 times a year)
- Plans and organizes Finance department events onsite and offsite.
Administrative operations:
- Maintains Finance departmental distribution lists.
- Create and manage purchase orders from inception to completion for CFO cost centers.
- Optimize administrative workflows.
- Facilitates departmental onboarding and offboarding of CFO’s direct reports.
- Performs additional duties as assigned by CFO, the CEO and the Senior Executive Assistant.
Candidate Profile
- Experience: 5+ years of administrative experience, some level of event/meeting planning experience required and, Calendar management and domestic/international travel arrangement experience.
- Technical Skills: MS Word, Excel, and PowerPoint skills. SAP experience preferred.
- Key competencies: Strong written and verbal communication, organization, attention to detail, and multitasking abilities.
- Soft Skills: Excellent customer service, adaptability, agility to change schedules, and interpersonal skills with a professional and enthusiastic approach. Time management of multiple, simultaneous responsibilities and projects. Ability to work in an international environment.
- Integrity & Confidentiality: High ethical standards, and ability to handle confidential information.
