We are currently looking, for one of our clients, an European Institution, for a :
Personal and Team Assistant (W / M)
Your mission :
Plan, follow up and coordinate daily work (administrative tasks, handling of contacts, mails, etc.) that is confidential and sensitive to support the Heads of divisions and respective teams.
Manage and maintain business diaries.
Answer telephone calls, take appropriate action to ensure a professional and timely response is given to the caller.
Set up conference and video calls.
Prepare internal and external correspondence, edit and format documents and presentations.
Arrange internal and external meetings, including the coordination of appointments, room bookings, agendas, equipment and ensure relevant documents are available in advance of meetings.
Attend meetings and take minutes when required.
Scan and file documents properly.
Organise and manage relevant databases.
Make travel arrangements and claim the reimbursement of related expenses.
Support the Recruitment Officer in scheduling interviews for the teams.
Act as a back-up to the Personal Assistant to the Managing Director in case of absence.
Provide additional support as needed to Members of the Management Board.
Act as a liaison with internal and external contacts.
Your profile :
Perfect fluency in English is required, additional languages would be an asset.
At least 3 years of experience in a similar position, ideally acquired in a multinational environment.
Some experience in the public sector would be an asset.
Ideally educated to bachelor degree level.
Complete mastery of Outlook and MS-Office products including Word, Excel and PowerPoint.
Strong commitment to providing high-quality work while demonstrating flexibility, availability, and ability to prioritise.
Positive and can-do attitude.
Excellent interpersonal and communication skills. Ability to interact with tact and diplomacy at all levels.
Demonstrated ability to work quickly and accurately in a fast-paced environment.
Strong sense of confidentiality and discretion.
Interested? Do not hesitate to apply!