Perfumery School Executive Assistant F/m/d

Join us and celebrate the beauty of human experience. Create for happier, healthier lives, with love for nature. Together, with passion and imagination, we deliver food innovations, craft inspired fragrances and develop beauty and wellbeing solutions. There’s much to learn and many to learn from, with more than 16,800 employees around the world to explore ideas and ambitions with.
In France, discover the empowered passionate professionals who made history creating our legendary perfumery school. Feel the heritage. Acquire knowledge and experience, gained in our renowned European Creation Centre, or from any of our 17 innovative sites across the country. Every day, your commitment, your humility, and your risk-taking will shape our future. Every essence of you enriches our world. We are Givaudan. Human by nature.

Perfumery School Executive Assistant F/M/D - Your Future Position?

Reporting to our Head of Perfumery School, your role is to perform and coordinate clerical, technical and logístical tasks for the School of Perfumery, based in Argenteuil. Y
ou ensure efficient operations of the unit and support the team in duties, according to the company’s policies and local directives from your stakeholders (directors, students, program manager and laboratory assistants)

Sounds interesting? It could well be your perfect opportunity if, like us, you always aim to exceed customer needs, deliver value and are skilled at fostering strong relationships.

**In this exciting role you will**:
Office Administration and Personal Assistance
- Perform daily office duties: type up documents, perform filing, update computer records, use office equipment like phone, printers, photocopiers and fax machines
- Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies and ordering new supplies
- Ensure office equipment is functioning by completing preventive maintenance requirements and managing repairs
- Schedule meetings and ensure venues and equipment for meetings. Take notes during meetings and prepare meeting minutes
- Make travel arrangements for staff: business trips, home leaves and Organization of harvest fields visits: train, plane, hotel, program and assistance
- Support the trainee perfumers upon arrival: internal integration appointments, as well as EHS measures, technical and administrative logistics throughout the duration of their training within the school, i.e. 4 years: desks, procedures, computer access rights, office logistics, supplies and lab.
- Liaise with the HR for administrative declarations (also for their future internships).
- Organise the internships in other departments abroad and in France (reservation of accommodation and coordination with the HR of the various Givaudan sites.)
- Follow-up of their apprentice during 4 years, statistics on their progress. Organization of blind test session of their accords, codification and report to managers.
- Update of the olfactive tools and supports (accords file, accords boxes, schémas, skeleton...)
- Organization of the end of 3rd year student defense event
- Organization of the graduation event for students at the end of their training (once every 4 years)

Communication
- Respond to routine inquiries from internal or external sources / Take and distribute accurate messages
- Manage the customer training agenda and program: coordination of requests with Givaudan customers or sales people. Establish quotes and training agreements for charged training. Implementation and transfer of attendance training sheets to the finance department for invoicing, then follow the invoices.
- Prepare the training room with adequate materials/tools. Maintenance of training tools and updating of powerpoint presentations...
- Answer to demands of the Singapore Perfumery School and its team
- Operational organization of events within the School of Perfumery: Coordination of the arrival of journalists and media + internal members of the communication department
- Support for long-term external or internal perfumer trainees: technical and administrative logistics throughout their training week/month within the school: ordering of IT tools, allocation of rights, office and lab. Coordination with HR and sales for administrative declarations of long-term interns (drive). Coordination of internal appointments for EHS measures. Daily interface when needed

Reporting
- File and retrieve documents and reference materials, conduct research, collect and analyse data to prepare reports and documents (annual budget (N+2), with the Perfumery School Program Manager: Update and share all our data since the creation of the School). Consolidate and share the half-yearly activity report to Fragrances managers (on training already provided and those to come).
- Revise and suggest improvements to processes and record-keeping systems on the drive.

You?

**Your profile includes**:

- High School diploma (BAC + 2 minimum)
- Post-secondary ed