Event coordinator

Job Description

TotalEnergies has developed a strong expertise in oil and biofuels, natural gas and electricity trading. Trading entities are based in Geneva, Paris, Houston and Singapore.

TotalEnergies installed its European trading hub across in Geneva, which now bring together very large teams around trading activities: TotalEnergies Trading & Shipping (T&S) and TotalEnergies Gas and Power (TGP).

Your Mission

The event coordinator is a member of the mutualized (T&S/TGP) internal communication team based in Geneva and contributes to the department objectives:
Connect people and teams and animate global and local communities;
Circulate business and people news (including Company’s news) within the various business units and offices of Trading & Shipping (T&S) and Gas Renewable Power (GRP) Trading;
Enhance the awareness of trading and shipping activities within the Company.
In accordance with the internal communication strategy defined with respective steering committees and under the supervision of the Manager – Internal Communication, the Event coordinator will be an expert serving internal clients (from assistants to top management) for all events (Town Halls, off-site seminars department trainings, teambuilding and social gatherings) dedicated to Trading employees worldwide, in particular in the main offices in Geneva, Paris, Houston and Singapore.

On a case by case basis, the Event coordinator will work either as an expert to advise the project leader or act as a project manager, and will then contribute to the communication actions as defined by the Manager, Internal Communication.

Our Culture

We are committed to meet the energy needs of a growing population and we are committed to the energy transition. The volatility of the energy trading markets requires excellence in risk management and a culture of innovation. We are fully embracing the digital revolution.

Our people flourish in an environment that promotes expertise, entrepreneurship spirit, agility and a purpose-driven culture, generating boundless opportunities to learn, grow and achieve collaborative success.

Reinforcing the competencies of our people is a key pillar of our culture: we train our people to ensure their development and we pledge to encourage safety in all our actions.

We look for passion, ambition and open-mindedness. While we evolve in a demanding industry that requests to be always on the edge, we cultivate a friendly workplace where our people feel good, where team spirit and respect guide our daily routine, where the diversity of our people and their skills create a nourishing experience for all of us.

What You Will Do

Based on a pre-agreed briefing with the internal client and in compliance with the internal procedures, she/he will focus more on directing the flow of the event, problem solving, and ensuring all details meet the client’s needs.

The event coordinator will be responsible for overseeing particular tasks related to the event planning process such as sourcing and negotiation with the venue to liaising with vendors for supplies, set-up, collecting (pre-agreed upon) supplies, and working with staff to ensure the completion of a successful event.

Event coordination day-to-day activities and follow-up (60%) include:
Briefing session with the internal client to discuss the event and
Sourcing venues and providers in accordance with the specifications
Work with her/his colleagues within the communication team to ensure the proper promotion of the events
Serving as the main contact point for any and all problems that arise at the event
Ensure the communication material is in line with the graphical chart and up to date in terms of contents.
Coordinating multiple events at once
As part of her/his job, the Event Coordinator will also (30%) be in charge of :
Conceive and develop internal events procedures aiming to ensure to the trading entities cost controlling, constant quality of events and adherence to HSE rules
Develop a network of venues and providers to meet the needs of the trading entities
Organise tenders when needed
Produce detailed proposals for all corporate events (e.g. plan of event, entertainment programme, budget, legal obligations, timelines, staffing, invitation list, category of invitees, etc.)
Create and maintain a global events budget
Day-to-day administrative work such as issuing invoices and collecting payments
Represent the Trading communications department in the Company events committees.

As part of the Communication team, the Events Coordinator may also be required to support the Trading Communications teams on other adhoc duties and projects (10%).

Context and environment

TotalEnergies has developed a strong expertise in oil, gas and power trading. Trading activities, conducted mainly from Geneva, Paris, Houston and Singapore are among the biggest of the global industry.

The Trading Communication department is in charge of circulating information, raising awareness and promoting the trading entities at all levels of these branches and the Company. The position is in the context of a continued growth of T&S and GRP Trading activities.

The number of events organised each year is variable, but regularly includes global seminars gathering 150 people each, seminars organised by each department, training sessions, social events (Christmas parties, cocktails, garden parties, after hours …).

The budget spent annually for such events represents a significant part of the overall internal communication department budget.

The position requires strong team spirit, rigor, flexibility and a strong ability to navigate in a matrix environment. The jobholder will be required to collaborate with both communication specialists and business associates in a fast-paced, agile and dynamic environment.

Candidate profile
You hold a Master Degree’s in communication and has a professional background in the field
You have 6 to 8 years of experience in event management, with a proven track record or aptitude for customer service
You have excellent verbal and written communication with a high level of accuracy and attention to detail.
English verbal and written is essential.
You must be solution and results orientated with a curious and inquisitive nature.
Ability to multitask, good organisational and administrative skills.
Soft skills such as empathy, active listening, critical thinking, problem solving
Organised, Tenacious, Great negotiator, Tactful / diplomatic, Unflappable
People person
Excellent Time Management skills

At TotalEnergies, we believe that our employees’ fulfilment has its roots in the wealth of the experiences they are offered. We are an equal opportunity employer committed to respecting diversity and inclusion in the workplace.

Applicants will receive consideration for employment without regard for race, color, gender, religion, national origin, disability, military status, age, marital status, sexual orientation, gender.

Offer ID

61368BR

Metier

Specialized Communications

Employment type

Regular position

Experience Level Required

Minimum 6 years

Employer Company

TOTSA TotalEnergies Trading SA

Branch

Trading-Shipping

Salary currency

CHF

Interview location

GENEVE

About Us / Company Profile

Become one of the drivers of energy transition with TotalEnergies Trading & Shipping.

TotalEnergies is a broad energy company that produces and markets energies on a global scale: oil and biofuels, natural gas and green gases, renewables and electricity. Our 105,000 employees are committed to energy that is ever more affordable, clean, reliable and accessible to as many people as possible. Active in more than 130 countries, TotalEnergies puts sustainable development in all its dimensions at the heart of its projects and operations to contribute to the well-being of people

Trading Shipping

Give your best to better energy and make the commitment with TotalEnergies. We are one of the most active players in the international oil markets, trading with a vast network of customers and suppliers worldwide: national oil companies, producers, other oil majors, refiners, traders, distributors and end-users.

We have developed a set of trading strategies and expertise, which allows us to respond permanently to market changes and opportunities, on all physical and paper oil markets.

Satisfying the energy needs of a growing world population, curbing global warming, and adapting to changing customer behaviors and expectations are the three challenges that TotalEnergies must meet over the next 20 years. With its biomass blending and trading activity, TotalEnergies Trading & Shipping is an active participant in the development of sustainable biofuels. Our maritime transport expertise also helps to reduce the carbon footprint of sea transportation and we recently announced the time chartering of new vessels equipped with LNG propulsion.

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