Executive Assistant to the Director

il y a 3 semaines


Grenoble, Auvergne-Rhône-Alpes, France ILL Temps plein
Job Description

We are seeking a highly organized and detail-oriented Executive Assistant to provide administrative support to the ILL Director. The successful candidate will be responsible for coordinating day-to-day activities, managing the Director's schedule, and handling correspondence.

Key Responsibilities
  • Diary and inbox management, scheduling meetings and appointments
  • Handling phone calls, emails, and other correspondence
  • Preparation and distribution of documents, reports, and meeting minutes
  • Effective task prioritization and handling of urgent matters
Operational Support
  • Organizing business trips, travel arrangements, and accommodation bookings
  • Assisting with document preparation, presentations, and meeting materials
  • Validation of purchase requests, invoices, travel, and leave requests
  • Assisting with budget preparation
Internal and External Relations Management
  • Ensuring optimal information flow within and outside the Institute using various communication channels
  • Welcoming and directing visitors, managing VIP visitor requests, and logistical arrangements
Requirements
  • Foundation degree (bac+2 level) or Bachelor's degree in Business Administration or relevant field
  • Minimum 5 years' experience in a similar role
  • Highly organized with excellent time management skills
  • Proficient in office software, particularly MS Office
  • Strong oral and written communication skills in English and French; knowledge of German a plus
  • Discreet, diplomatic, and strong sense of confidentiality
  • Capable of working under pressure and managing multiple priorities effectively


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