The Administrative Assistant plays a key role in supporting the team by ensuring smooth day?to?day operations and effective coordination across administrative, logistical, and organizational activities. The role requires a high level of autonomy, attention to detail, and the ability to operate in a fast?paced, international environment.
French and English must be fluent (6 months).
Team Assistant for 6 months (Bilingual)
Our client is an international organisation.
Missions
Travel and Logistics Coordination
- Manage end?to?end travel arrangements for team members, including flights, accommodation, visa applications, ground transportation, and travel insurance
- Act as the main point of contact for travel?related matters, ensuring cost efficiency and compliance with internal policies
Financial and Administrative Support
- Support the internal expense claims process, ensuring accuracy and timely follow?up
- Coordinate the processing of internal and external invoices in liaison with relevant stakeholders
- Maintain accurate records and ensure proper administrative tracking
Administrative Coordination and Filing
- Provide comprehensive administrative follow?up for ongoing projects and initiatives
- Maintain, organize, and continuously improve physical and digital filing systems to ensure easy access to documentation
Meeting and Calendar Management
- Coordinate online and in?person meetings, including scheduling, room bookings, logistics, and technical setup
- Ensure meeting rooms are properly prepared and equipped for effective collaboration
Documentation, Reporting, and Governance Support
- Attend meetings as requested and produce clear, accurate minutes
- Prepare agendas, presentations, and supporting documentation
- Assist in compiling materials for submission to governance or decision?making bodies
Event and Workshop Support
- Provide logistical and administrative support for workshops, internal meetings, and team events as required
Profil du candidat
- 2 to 5 years of proven experience in an administrative assistant, office management, or coordination role
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and online research tools
- Full professional proficiency in both English and French, written and spoken, is mandatory
Conditions et Avantages
- Proactive and solution?oriented mindset with a strong sense of ownership
- High level of adaptability and ability to manage multiple priorities simultaneously
- Strong attention to detail and discretion when handling confidential information
- Excellent verbal and written communication skills, with the ability to interact effectively across different management styles and personalities
- Demonstrated cultural awareness and ability to work effectively in an international, multi?cultural environment
