Role Definition
Role Definition
Secretarial activities:
• Acts as the point of contact between Upstream team and other entities of Project entities.
• Act as focal point for people on boarding and for any visitor.
• Screen/handle telephone calls, appointments and emails related to Upstream activities and take action accordingly.
• Update Upstream contact list and related data.
• Manage his N+1 agenda to co-ordinate meetings/appointments, complex agenda to ensure smooth running of such meetings.
• Book meetings and facilities (with services when required) as requested by the Upstream.
• Organize on request conference facility bookings, catering.
• Assist in document and PowerPoint preparation as requested.
Administrative activities:
• Organize and book mission and travel plan (transportation and accommodation) for the Upstream team.
• Receive mission expenses and process expense claims.
• Provide advance administrative support for the team and maintain complete and thorough documentation of program activities.
• File as required all documentation you are managing.
• Other administrative activities as assigned by the Client
Reporting activities:
• Assist in document and PowerPoint presentation preparation. Compile and archive documents as requested.
• Manage editing and closure of weekly, monthly and ad-hoc reports.
Context and environment
• Work with minimum supervision and large autonomy.
• Require interaction with multiple entities/actors needing proper organization and planning of activities.
Accountabilities
• Ensure secretarial and administrative support to the Upstream team.
• Ensure inter-departmental coordination on executive requirements
• Manage confidential information
• Manage supplies and upkeep the functionality and cleanliness of the office.
Qualification
Qualifications/Experience required
• Minimum of 3 years of relevant administrative assistance experience
• Strong written and oral communication
• Capability to work with high level of autonomy.
• Strong interpersonal and communication skills
• Excellent use Microsoft Office (Words, Excel, Power Point and Outlook)
• English proficiency is a plus advantage
- Start date: 30 September 2024
- Location: Paris
- Contract type: Freelance_or_permanent
- Seniority level: JUNIOR