Administrative Support Role
We are seeking a highly skilled Administrative Assistant to play a key role in supporting our team with day-to-day administrative tasks.
The successful candidate will be responsible for preparing and finalizing letters and documents, organizing approvals and signatures, and providing administrative and secretarial assistance.
Key Responsibilities:
* Support the team in the administration of processes and procedures to ensure smooth functioning.
* Prepare and finalize documents, including presentations, and organize necessary approvals and signatures.
* Provide administrative and secretarial support for presentations and document preparation, as well as taking notes during meetings.
* Follow up on key deadlines for division activities, including missions and events.
* Manage updates to databases, including general documents and activities, and artwork move updates.
* Assist in event preparation, welcoming guests, and guiding them through various activities.
* Manage telephone coverage, mail/document distribution, and diary scheduling.
Additional Responsibilities:
* Support budget management by handling procurement requests manually and through financial systems.
* Timely payment of invoices and creation of IDs.
* Monitor and report on backlogs, including pending purchase orders and invoices.
* Follow up on contract creation, clauses, and signature.
* Ensure good team spirit within the team to facilitate timely task implementation and smooth information flow.
Qualifications:
* Secondary level education, ideally complemented with a 2-year certificate in a relevant field (e.g., secretarial studies, business administration).
* At least 3 years of relevant professional experience as an Administrative Assistant.
* Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint), Canva, and TMS Gallery Systems.
* Knowledge and experience in electronic filing systems.
* Excellent written and spoken English; knowledge of other European languages is an advantage.