Our client, a European Institution is looking for an Administrative Assistant who speaks English and French fluently. This temporary contract starts as soon as possible.
Responsibilities:
• Support the head of division in the day-to-day administration of relevant processes and procedures to facilitate the well-functioning of the division;
• Provide administrative and secretarial assistance to contribute to the effective day-to-day work the division, including in the preparation of notes, briefings, presentations and other relevant documents in accordance with the standard for the different types of documents;
• Assist in the system-processing, sign-off and distribution of notes to the Management Committee, Board of Directors, etc and as appropriate, liaise with the company's translation teams;
• Assist in the preparation, planning and organisation for various events; for example, organising meetings, presentations, seminars, liaison with protocol services, registration to external conferences, business trips;
• Handle relationships with vendors/service providers to ensure the provision and maintenance of offices facilities, services supplies and IT equipment, and relevant services, managing the respective contracts in close collaboration with internal counterparts;
• Organise the team’s agenda, and coordinate participation in Management Committee and Board of Directors meetings;
• Other administrative tasks such as filling documents, entering data, maintaining email distribution lists, and logistical support to the team;
• Act as mutual back-up with the other divisional assistants, coordinating absences, where necessary;
• Contribute to a good working atmosphere within the division and the department to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives;
• Make suggestions to improve administrative processes, where relevant.
Academic qualifications and professional skills:
• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration);
• At least 3 years of relevant professional experience;
• Excellent knowledge of standard Microsoft Office tools (Word, Excel, and PowerPoint);
• Excellent command of written and oral English and French. Good knowledge of another EU language would be an advantage.
