Our client, a European institution, is looking for an Administrative assistant for the Management Committee. This temporary contract starts in September.
Main responsibility :
* Manage the Internal Audit Secretariat mailbox.
* Organise meetings within Internal Audit and with external stakeholders, adapt the agenda according to the needs, answer meeting requests and liaise with other assistants.
* Coordinate tasks related to office space management for the IA Department.
* Support the organisation of the Audit Committee / Audit Board (in collaboration with their secretariats).
* Check the agenda of the Board of Directors, liaise with the Board secretariat to request documents of interest.
* Monitor the Customer Feedback Questionnaires to track feedback from services after the completion of each audit assignment.
* Maintain Time & Labour codes used by the internal audit operational team and prepare the monthly reporting on time consumption.
Shared responsibility with the other assistant:
* Based on the allocation of tasks agreed with the Head of Unit, collaborate with the IA Department Executive assistant and act as a back-up to guarantee continuous support to the Department while maintaining a balanced workload in the IA Secretariat between the two assistants.
* Manage the two Heads of Division's agendas (internal and external meetings, including attendance at the company governing bodies meetings and other committees).
* Proof-read, format, perform quality checks, and dispatch documents issued by the Department to the relevant services and governing bodies.
* Support the preparation of the Audit Plan and issue the planning Notes.
* Contribute to the development of the Department's policies under the guidance of the Head of Unit, initiate improvements and participate in the optimisation of working methods.
* Order office supplies.
* Proactively assist, coordinate and follow-up the work of the Director in the day-to-day monitoring of the Department's activity (acting as a back-up for the Executive assistant in her absence).
Certified secondary-level education :
* Certificate/Diploma of complementary studies, preferably in secretarial studies, accounting, economics or statistics would be an advantage.
* At least 3 years' relevant professional experience.
* Ability to play the role of reference person in a group or a team.
* Ability to learn quickly and adapt to a new environment.
* Ability to work under pressure with tight deadlines.
* Team player.
* Excellent knowledge of IT tools: in particular M365 (Teams, Word, Excel, PowerPoint). Interest and aptitude to learn new IT applications.
* Excellent knowledge of written and spoken English. Any additional European Union language skills would be an advantage.