Administrative Assistant

As an Administrative Assistant/Personal assistant (PA) you will be responsible to carry out administrative work on behalf of the executive managers thus allowing them to focus their time mainly on strategic stuff and business-related topics. As you will be the first person to get in touch with when coming to or calling the company, your role and your behavior is crucial for maintaining company’s image.

Main responsibilities:

• acting as a first point of contact: dealing with correspondence and phone calls
• welcome visitors and keeps track records of such visits for safety purposes
• managing diaries and organizing meetings and appointments, often controlling access to the manager/executives
• booking, travel arrangements, transport and accommodation for manager/executives
• booking, travel arrangements, transport and accommodation for business purposes for all team members
• dealing with travel agents, hotels, air companies and ensuring all travel arrangements are completed as per the request within minimum costs in accordance with existing travel policy
• reminding the manager/executives of important tasks and deadlines
• typing, compiling and preparing reports, presentations and correspondence upon request
• organizing events and conferences within the given budget, with the help of the HR department if needed
• managing databases and filing systems
• implementing and maintaining procedures/administrative systems
• placing orders for office supplies and other office equipment including furniture
• liaises with the management of the building for any office related interventions, actions and
• scanning all incoming invoices and placing them on the server as per the company’s procedure
• liaising with staff, suppliers and clients
• collating and filing expense reports
• miscellaneous tasks to support their manager, which will vary according to the requests, e.g. conducting researches, press monitoring, etc.

The candidate should have:

• Discretion and trustworthiness: you will often be part in confidential information
• Flexibility and adaptability
• Very good oral and written communication skills
• Very good English capabilities, French knowledges would be an advantage
• Organizational skills and the ability to move quickly from one task to another/multitasking
• The ability to be proactive and take the initiative
• Problem solving attitude
• Tact and diplomacy
• MS Office package and experience in using various booking systems
• Very good negotiation and networking skills
• University degree preferably in Foreign Languages or Technical or Economics
• Minimum 3 years previous experience working in an international travel agency or as a PA