Administrative assistant M/F

Our client, a European institution, is looking for an administrative assistant who speaks english and french fluently. This is a temporary contract.

Accountabilities :

- Handle the administrative coordination of the activities of the division
- Organization of meetings and appointments
- Prepare briefing papers for meetings and business trips
- Finalize, distribute and file documents and reports prepared by the staff of the division
- Keep statistics and work plan up to date; monitor, that procedures are followed and databases are up-to-date
- Cooperate with the other Assistants and members of the Department; when appropriate train new colleagues on procedures and processes, contribute to a good working atmosphere within the Division and the whole Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives
- Organize and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc)
- Coordinate and support the team with the Notes system: create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of Tirage Finale etc.
- Coordinate and perform a diverse set of administrative tasks for the division: organization of events, update of the shared calendar, GED management, update of distribution lists, preparation of documents for signature etc.

Qualifications :

- Secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field
- At least 3 years of relevant professional experience at senior support level, preferably in middle/back-office functions
- Strong sense of responsibility and initiative and good organizational skills
- Ability to work accurately under pressure, to meet deadlines and priorities, work with flexibility and availability
- Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint)