Package Assistance Service

Industry: Oil & Gas City/Country: Paris, France Location: Paris, Île-de-France We are looking for a **Package Assistance Service - UFR & SPS** for one of our clients with the following details: **Start Date: December 2024** **Service Location: FRANCE / Paris area** **Service Status: Resident** **Estimated Service Duration: 12 months (renewable)** Qualification and background - Minimum of 2 years in secretarial/admin role/service within a global/international corporate environment. - Strong team spirit, ability to listen, solidarity, adaptability, rigor, tenacity, openness to diversity. - Follow rules, in a full autonomously way and with a proactive attitude. - Attentive to details. - Flexible and attentive to the GPI / Project team and its various support needs. - Preferable: experience within the Oil and Gas field. - Adding value to the Project environment and its activities. - Proficient/Good level of English (reading, writing, speaking). Activities As well of being part of the project, the services holder will demonstrate and execute several activities as described below. Attitude/Accountabilities: - To be accountable for demonstrating an exemplary behavior with regards to HSSE and to respect all HSSE requirements. - To adopt and demonstrate an exemplary behavior with regards to the Company Ethics and "Code of Conduct" policy. - To handle confidential documents and information with the utmost discretion. - To maintain confidentiality during meetings, discussions, and correspondence with internal and external stakeholders. - To maintain professionalism, efficiency, and effectiveness in the role at all the time. Main Duties: - To ensure the flow of information. - To initiate, organize, and follow up the Project Management team agenda as requested. - To type / keep records / manage outgoing correspondences or any paperwork for the Project Management team, as requested. - To manage and order necessary offices supplies. - To organize meetings and assist during any associated logistics internal meetings / meetings with Partners / Contractors or special events. - To receive / dispatch / keep record of / manage information and correspondences. - To be the point of contact for internal and for external callers, for the Project team. - To welcome and guide visitors. - To assist the Project Team during the arrival of newcomers and/or departures (assignment of offices, IT and phone equipment...) - To maintain the Project schedule of absence / presence / mission folders up to date and any follow up on any other directory documents, as requested. - To organize travel arrangements for the Project team: organize missions, obtain visas, perform booking as necessary in timely manner, to process travel arrangements and invoice, following the Company procedures. - To assist Companypersonnel with the registration of Time Sheets and process other requested information and/or data in accordance with Companyrules. - To keep informed the Project Management team of matters related to the office building. - To liaise with other assistants, ensuring consistency within the organization of their work. - To report to the Project Manager or the Project Control Manager any area of concern. - To ensure interface, as necessary, with other part of Companyorganization (Affiliate) for administrative/ secretarial matters. To manage the Mails if necessary: - Editing documents, link with the reprography and distribution departments (head office, subsidiaries), - To record input and present notes, letters, and documents, as requested. - To collect relevant information and formatting them to compile dashboards, graphs, statistics. - To write notes and/or correspondence from verbal or handwritten instructions and writing presentation upon request. - To manage diaries, organize appointments, meetings, and travels (mission orders, visa requests and expense claims forms, hotel reservations, etc.) hotel, transport, restaurant, and meeting room reservations...). - To manage supplies and small purchases, follow the requests thanks to the appropriate internal tools. - To manage the arrival/departure of employees, trainees, apprentices, service providers (office, removals,authorizations, etc.), - To supervise the time management when needed for the entity manager and the team (holiday planning) - To implement in My-eproc the Purchase Request for the GPI team whenever needed. - To cover for the other Project Assistance Services upon request. - To support the Project team for any additional requested services linked to Project administration and Project Control. Communication: - To communicate information to the GPI / Project team. - To manage telephone calls, filtering them and pass them on, efficiently. - To register people for training courses, conferences, and seminars. - To distribute documents internally and externally, as of needed. - To welcome visitors and newcomers on the PGEDI / Project (Perform and update a welcome kit to be give