Administrative Assistant M/F

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.