Team Assistant

What makes this a great opportunity?

This role will provide executive and office support to the General Manager and the entire leadershipteam in France. Also, will be responsible for providing support to the entire team in France and for coordinatingthe administrative and operational activities of the office in Paris. We are looking for a person who isproactive, flexible and can adapt to different personalities and styles of management. Needs to bemultitasking, be extremely organized and know how to prioritize activities.

Role Responsibilities

• Secretarial Support for GM and France Leadership team
• Facilities and Office Management: Maintenance of Paris office and management of 3rd party suppliers (cleaning service, IT company, telephone provider, parking, and others)
• Prepare travel reports and controls
• Welcome new employee and provide all necessary tools (notebook, cellphone, parking tag, badge) and office access
• Expense reports of the GMCorporate credit card requests and control for whole team
• Post office, telephone lines management, documentation control, bridge to HR for fleet penalties control, for hiring and exit process (documentation and tools), courier responsibility
• Travel arrangements for Leadership Team
• Diary management, book meetings with France team and the region
• Organization of meetings and events as Sales Convention, Cycle Plan
• Filing documentation and catalogue contracts
• Phone calls filtering, addressing only the relevant ones to the areas
• Prepare documents and compile information to facilitate GM meetings, ahead of time
• Follow up on requests and deadlines for employees and within the Leadership Team
• Prioritization and management of meeting requests
• Office expenses budget control: purchase of office supplies

Qualifications

• Analytical and structured thinking to be able to make prioritization decisions on behalf of the GM regarding meeting schedules
• Always looks for alternatives and solutions whenever faced with obstacles
• Can work independently and efficiently;
• Attention to details and accuracy
• Clear, objective and positive communication
• Creativity and team empathy
• Motivation, open minded attitude, global thinking
• Confidentiality and discretion dealing with information
• Strong organization and prioritization of tasks
• Ability to work under pressure and tight deadlines
• Capacity to manage issues and escalate appropriately.
• Ability to communicate to and manage issues with senior management levels PC skills (Word, Excel,PowerPoint, Outlook and SAP)
• Desirable Office Administration qualification
• Communication skills