Personal & Communications Assistant

il y a 3 semaines

Paris, France OECD - OCDE Temps plein

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**THE EXECUTIVE DIRECTORATE (EXD)**

***The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General. Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD's data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid. As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters.

**THE CONFERENCE, SECURITY AND INFRASTRUCTURE SERVICE (EXD/CSI)**

Within the OECD's Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible for facilitating conferences that bring together delegates from our 38 Member countries, key partners and other stakeholders, for language services (interpretation and translation), for safety and fire security of OECD staff, delegates and visitors, and for the management and operation of OECD buildings in Paris and OECD Centres abroad.

The Buildings, Logistics and Services Division (EXD/CSI/BLS) covers activities such as restaurants and receptions, logistics (removals, deliveries), upkeep of buildings, cleaning, gardening, travel, insurance and diplomatic sales. EXD/CSI/BLS also delivers the OECD's entire scope of building management services, including strategic and operational space planning for buildings with a combined surface area of 100,000 square meters and around 3,900 workstations.

**THE POSITION**

**Main Responsibilities**

Personal and administrative assistance
- Support the Head of Division in their daily work and organisation of appointments, meetings and the timely compilation of related documents.
- In close collaboration with BLS management team and with the Head of Service's office, flag upcoming commitments or priority issues requiring immediate attention and ensure deadlines for deliverables are met.
- Assist in planning and coordinating the agenda of the BLS management team and Division-wide meetings. Take detailed minutes of the meetings, write correspondence memos and distribute them to relevant stakeholders.
- Draft correspondence and prepare reports, tables and presentations.
- Assist Division teams with the administrative processes related to procurement, including order preparation, confirmation, and invoicing.

Communications
- Ensure clear and smooth communication among BLS units and within CSI, promoting collaboration on horizontal projects and demonstrating leadership to maintain credibility and trust with senior management.
- Manage the interface between BLS, Directorates and external stakeholders, cultivating internal and external relationships in order to facilitate these contacts. Edit and finalize drafts of written communications to diverse stakeholders.
- Coordinate BLS management team's outreach and external relations efforts, including organizing events and activities.
- Regularly review and update EXD/CSI/BLS Intranet content and take part in EXD publisher meetings when required.
- Prepare EXD/CSI/BLS's contribution to news articles and ?Tips of the week? and contribute to the creation of client satisfaction surveys.

Project support
- Plan, manage and follow up on a variety of special projects within BLS Division, such as co-ordinating signage needs in the Organisation.
- Develop and deploy improved or new processes and procedures to organise the work of the Division in the most efficient and effective way.
- Plan and organize onboarding and orientation of new staff to familiarize them with internal BLS culture and policies.

Academic Background
- A good secondary education, preferably post-secondary, ideally in communications and/or office management.

Professional Background
- At least three years' experience in a Personal Assistant and/or communications assistant position, preferably acquired in an international environment.
- Experience demonstrating the ability to communicate effectively orally and in writing in a multicultural environment with colleagues at all levels.
- Good knowledge of the administrative rules and procedures of a similar international organisation would be an advantage.
- Knowledge of the real estate and/or facilities management sector would be an advantage.

Tools
- Excellent knowledge of and experience in the use of the Microsoft Office suite (Outlook, Powerpoint, Excel and Word);
- Knowledge of website content management software;
- Knowledge of or ability to rapidly acquire proficiency in the software packages used in the Organisation (SRM, eShare, Teams, SAP, O.N.E. Secretariat).

Languages
- Fluency in o

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