Administrative Support Role:
We are seeking a highly skilled Administrative Assistant to provide exceptional support to our Director General and Department Heads. Key responsibilities include:
* Calendar Management: Effectively manage calendars, coordinating appointments, meetings, and events.
* Meeting Organisation: Organise on-site and off-site meetings, away-days, and other events, utilizing various applications and tools.
* Business Travel Coordination: Arrange business trips, including travel arrangements, administrative preparation, and follow-up.
* Training Requests: Process external training requests, obtaining approvals, setting up vendors, and requesting procurement clearance.
* Agenda Management: Follow up on CD and CA agendas, create notes, manage incoming documents, and distribute relevant information.
* Logistics Support: Assist fellow Executive Assistants with office-related tasks, such as workspace management and data maintenance.
* Operational Workflows: Initiate and follow up on operational workflows, ensuring proper implementation of decisions and respect of procedures.
* Process Improvement: Identify areas for improvement and develop new methods and processes.
* Document Management: Organize, update, and maintain electronic and paper documentation, ensuring easy access and retrieval.
* Supplier Relations: Maintain relations with key external suppliers and contacts, ensuring effective communication and collaboration.
Requirements:
* Experience: At least 5 years in an administrative support role, including at least 1 year as a personal assistant.
* Technical Skills: Thorough knowledge of advanced office tools, such as Excel, Word, PowerPoint, and Outlook, and experience with software applications and databases.
* Languages: Fluent in English; French language skills highly appreciated.