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Administrative Coordinator
Il y a 3 mois
Key Responsibilities
·Facilitates and orchestrates all elements of local or international meetings, both internally and externally.
-Organizes and schedules meetings efficiently
-Coordinates meeting room arrangements as necessary
-Plans special events including hotel and restaurant selections, reservations, invitations, transportation, dining, gifts, audiovisual setups, etc.
-Manages all logistics for international guests and retailer visits
-Assists international visitors with accommodation and travel logistics, including welcome gifts, letters, and itineraries
-Oversees the travel planner and monitors budget compliance
-Demonstrates advanced PowerPoint capabilities to create impactful presentations
-Supports traditional administrative functions such as
oArranging travel (flights, accommodations, meetings)
oEstablishing and maintaining an organized filing system
oManaging all files and distributing communications effectively
-Handles email correspondence and phone inquiries, addressing requests as needed
-Follows up on communications
-Conducts research and identifies relevant articles/items in various media as requested
-Initiates, executes, and concludes special projects as defined by management
-Maintains accurate administrative records as appropriate
-Tracks attendance and holiday schedules for the team
-Monitors travel expenditure
-Prepares invoices for approval
·Office Management :
-Acts as the liaison for the General Services team
-Ensures operational efficiency of office equipment such as faxes and printers through support functions
-Maintains functionality of coffee machines, water supplies, and other office installations
-Ensures availability of office supplies through general services
-Processes purchase orders
·Team Coordination :
-Facilitates onboarding agendas for new team members
-Arranges breakfast for team meetings or when new employees join
-Updates distribution lists
-Orders supplies for new employees
-Manages the mobile device fleet for employees
-Serves as the point of contact for inquiries related to
oExpense reporting
oTravel arrangements
Qualifications·Strong multitasking abilities
·Excellent organizational skills and a demonstrated commitment to administrative excellence
·Exceptional interpersonal and diplomatic skills
·Ability to work independently and with autonomy
·Proficient in Excel, PowerPoint, and Outlook
·Fluency in both French and English
·University degree or equivalent experience
·Minimum of 5 years in a similar role
