Our client, a European institution, is looking for an Administrative Assistant who speaks English and French fluently. This is a temporary contract.
Responsibilities :
* Provide support to the overall organisation of events (conferences, seminars, public speaking engagements, etc.) in order to ensure smooth running.
* Provide support to the Visitors Group service, including welcoming Visitors Groups.
* Handle logistic issues and undertake relevant administration work.
* Liaise with and coordinate the work of the Protocol meeting hostesses.
* Create and maintain lists of participants, send invitations and collect registrations, send confirmation emails.
* Book travel arrangements for conference speakers with the company's corporate travel agency.
* Research and contact different venues for events, hotels, restaurants, service providers, obtain quotes for comparison and decision by a senior colleague.
* Support with event logistics: printing badges, nameplates, signs.
* Support during events taking place in the company's campus (welcome, registration, set up, branding of venue, etc.)
* Help with preparing missions (mission suitcase: stationary bag, signature accessories, registration accessories, etc.)
* Prepare statistics, minutes, archive files electronically.
* Help for the creation of events in the event management software.
* Coordinating division meeting, including taking minutes.
* Ensuring filing in GED for each event.
* Provide support to the team on a daily basis.
Academic qualifications and professional skills :
* Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, event management);
* At least 3 years of relevant professional experience as an Administrative, Executive or event assistant.
* Excellent knowledge of standard Microsoft Office tools (Word, Excel, and PowerPoint).
* Excellent command of written and oral English and French. Good knowledge of another EU language would be an advantage.