Administrative Assistant

This is a 6-month contract position.

The administrative assistant is responsible for all the administrative activities that facilitate the smooth and efficient running of the office - front of house. Primarily the administrative assistant will be accountable for all reception and general housekeeping duties and will also assist in other general and specific administrative functions as and when requested.

Responsibilities

• Answer all incoming calls within a prompt timeframe and in a professional manner / Either direct calls or take a detailed message and email to the staff
• Provide a professional and cordial first point of contact to all company visitors (by phone or in person). Attend to visitors’ enquiries
• Ad hoc travel arrangements for staff (hotel, tickets, and taxis) – domestic and international when requested by Manager
• Update calendars and schedule meetings, conference calls and video conferences with both internal & external stakeholders, be the guardian of the meeting rooms calendars and France ASG mailbox
• Always ensure good housekeeping (clean & tidy) particularly in relation to the reception area, boardroom, meeting rooms, lobby, training room and the kitchens of all floors. Be the point of contact for general housekeeping requests from staff and from suppliers
• Coordinate and register mail flow in and out of the office
• Maintain stationery, postage stock levels and cleaning supplies / prepare purchase requisitions for office supplies
• Provide HR administrative support, for example mandatory medical visit follow-ups, benefits, and project organization support; together with any other tasks as requested from time to time
• Provide Facilities administrative support, for example mobile phone fleet follow-up, fine management, filing, …
• Participate in the internal communication activities

Competencies

• Ability to prioritize tasks to ensure daily duties and assigned tasks’ deadlines are met
• Good telephone skills, particularly able to screen calls where needed
• Good interpersonal (people) and verbal communication (pronunciation) skills
• Ability to work in a team environment
• Professional manner and dress code at all times
• Self-motivated, with good initiative and pro-active attitude
• Ability to organize in-house events
• Proficiency in English
• Previous experience, at least 2 years in similar roles
• Good knowledge of Microsoft Office – Word, Excel and PowerPoint, Microsoft Teams and Sharepoint a plus