Administrative Coordinator
Il y a 2 mois
CS GROUP is seeking an experienced Administrative Assistant to provide essential support to our department's daily operations.
Key Responsibilities:- Administrative Support: Provide administrative assistance to department heads, ensuring seamless coordination and communication.
- Meeting Coordination: Organize agendas and meetings, taking minutes and following up on actions to guarantee effective implementation.
- Problem-Solving: Solve unexpected events and situations, demonstrating adaptability and problem-solving skills.
- Communication: Prioritize and respond to emails, maintaining a high level of professionalism.
- Customer Service: Act as first-line support for general communications with the manager, ensuring timely resolution.
- Travel Support: Review department mission orders and mission claims, interfacing with the travel office for associated bookings.
- Logistics: Prepare mission requests, process mission claims, and interface with the travel office for external travelers.
- Visa Support: Prepare visa applications and provide travelers with essential information, including specific rules for non-EU member countries.
- HR Support: Support the Department Head in managing TimeSheets and organizing the Leave calendar.
- Supply Chain Management: Order supplies and maintain office stationery, ensuring a well-stocked and efficient workspace.
- Site Access: Process site access procedures for staff and contractor personnel, guaranteeing smooth onboarding and departure.
- Event Planning: Prepare and oversee procedures related to staff arrival and departure, in close coordination with relevant management, human resources, and facility management.
- Room Booking: Manage room bookings for high-priority requests, ensuring seamless event planning.
- Mail and Package Management: Ensure the shipment and receipt of mail and packages, maintaining a well-organized and efficient workflow.
- Event Support: Support event organization, interfacing with CS GROUP Facility Management and CS GROUP Conference Bureau as needed.
- Webpage Creation: Support webpage creation for events, showcasing our department's activities and achievements.
- Representation: Participate in events that require travel, representing CS GROUP with professionalism and poise.
- Special Projects: Complete special projects, including creating PowerPoint presentations, reports, and agenda material.
- Education: Secondary education is required.
- Experience: 2 years of relevant experience.
- Technical Skills: Proficient user of electronic office tools, including Microsoft Office, Adobe Acrobat, and collaborative working tools.
- Financial Skills: Experience in finance and financial tools, preferably SAP, and documentation management systems.
- Confidentiality: Treat information with confidentiality, discretion, and integrity.
- Communication and Organizational Skills: High-level communication and organizational skills, with attention to detail, flexibility, and ability to identify priorities.
- Independence: Ability to execute routine tasks independently.
- Teamwork: Service-oriented attitude, team spirit, and ability to work co-operatively in an international environment.
- Time Management: Time-management and multitasking skills required.
- Attention to Detail: Accuracy and ability to pay attention to details.
- Communication Tools: Mastering of communication tools, including Microsoft Outlook, Teams, and WebEx.
- Interpersonal Skills: Strong interpersonal skills and problem-solving skills.
- Language Skills: Fluency in English and French is mandatory; knowledge of another European language is an advantage.
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