Executive Assistant – Total – Finance

Location: Houston Corporate

 

BASIC FUNCTION:

Directly supports 3 Executives (VP Finance, VP HSSE & IT, and VP Industrial Americas).  Manage correspondence, the scheduling of meetings, and all travel arrangements.  Create and audit expense reports, pay invoices, schedule department heads’ meetings while developing the agendas for each.  Liaise with external organizations to support the VP Finance (FACC, TFAA, CCEF, …)

PRINCIPAL RESPONSIBILITIES:

·       Maintain all aspects of highly confidential and time sensitive material, internal and external correspondence, filing, copying, answering phones, scheduling of meetings and all catering arrangements as need be

·       Update contact lists, distribute mail, order supplies and maintain calendars

·       Initiate and follow through on extensive and intricate domestic and international travel arrangements

·       Special event planning, coordinating and execution for 3 Executives

·       Manage the daily schedules in close communication with Executives

·       Interface inside Total and with outside companies and organizations for the purpose of meetings and replies for requested information through developed contacts

·       Timely scheduling for 3 executives for meetings, travel, safety tours, conference calls, and presentations.

·       Handle invoices in SAGE and SAP

·       Handle Memberships for Executives and some special projects

 

EDUCATION & EXPERIENCE REQUIREMENTS:

·       College Education or High School diploma, degree preferred

·       8-10 years of administrative experience, five years experience at the executive level would be ideal

·       Strong communication (both verbal and written), organization and interpersonal skills

·       Must be detail-oriented and posses the ability to multi-task

·       Ability to maintain confidentiality and use discretion

·       Effectively interface with all levels of employees, Executives and external counterparts

·       Proficiency in Word, Excel and PowerPoint

·       Proficiency in SAP would be beneficial

 

All applicants will be notified of their eligibility/ineligibility

Total Petrochemicals & Refining USA, Inc. is an equal opportunity employer / affirmative action employer   (minority/female/veterans/disability).

Email to: rocky.meza@total.com

 

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