Secretary (Projects Assistant)

il y a 3 semaines

Paris, France Subsea 7 Temps plein

**Organisation**

**Position**

Secretary (Projects Assistant)

**Vacancy ref**

81694

**Based in**

Paris (Suresnes)

**Business area**

Subsea & Conventional

**Contract type**

Staff

**Closing date**

31/05/2023

Vacancy information

At Subsea7, we take pride in being recognized globally as a leader across the Energy Industry. For 5 decades our people have delivered over 1,000 projects in all water depths across our energy hubs and we continue to do so, adapting and evolving in an ever-changing world. Our success and sustainability are only made possible by continuing to develop our assets and technology through innovation and collaboration, and importantly through the development and diversity of our people who every day ‘Make Incredible things Happen’ At Subsea7.

**OVERVIEW OF ROLE**

The Department Assistant (DA) executes all administrative work relative to the Project/Department under the guidance of the Senior Project Assistant or the Lead Project Assistant.

The PA operates in accordance with Subsea 7's Business Management System processes.

All personnel are expected to contribute towards creating a positive HSEQ culture within Subsea 7 and to ensure familiarity with and adherence to local HSEQ codes and practices.

**SPECIFIC KEY RESPONSIBILITIES & ACTIVITIES**

¨ **Dispatch/filing**
- Collect internal & external post, register documents in a dedicated Department/project SharePoint), dispatch documents in accordance with the established distribution matrix and file as required.

¨ **Language**
- French - mother tong
- English - fluent
- Portuguese could be a plus

¨** **Formatting/Typing**
- Format/type various documents.

¨ **Registers**
- Update registers as required in accordance with relevant Project/Department procedures (letters, MOM, Technical Queries, Travels request, Visa request etc.).

¨** **Meetings**
- Book meeting rooms, send invitations to all attendees and order coffee/lunch breaks.
- Ability to set up and support video and phone conferences.
- Organise special events such as team building, workshops, and internal inductions.
- Can be leader to initiate, conduct and/or participate to meetings, taking Minutes of Meeting as required.

¨ **Travel**
- Arrange travel in accordance with the Travel Policy.

¨ **Offices**
- Able to arrange facilities (office/workspace) and IT requirements (set-up accounts, IT materials) for the Project/Department Team.

¨ **Quality Organisation**
- Participate to assistant meetings to improve quality in the day-to-day organisation.
- Able to help Project/Department Team with the BMS and Company policies, process and procedures.
- Could train a Junior Assistant on the work to be done (delegate and verify the quality of its work).
- Propose improvements on administrative matters.
- Should be able to replace temporarily a Senior Assistant if necessary.

¨** **Assistance & Support**
- Provide assistance to Project/Department team for administrative matters.
- Take and transmit phone messages for the Project/Department Team in French and in English.
- Responsible to set up, and update Project SharePoint as per Standard Filing Plan and defined Distribution Matrix.
- Assist Expatriates to fill their Time Sheet in the system

¨ **Software/Business Applications**
- Strong capabilities and significant experience with SharePoint
- Able to train the Project/Department team.

**OUR OFFER**

We are an Equal Opportunity Employer. We are committed in creating a diverse workforce and look to offer an exciting and excellent international career opportunities as you develop your skills and aspirations.

Along with a range of employment benefits, career development opportunities (mentoring and development programmes) and a flexible working environment, our employees can also further enhance their work-life balance through our Remote Working Policy and wellbeing through a Medical Private Plan and a Wellbeing support initiatives.

**Join Us**

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