Administrative Assistant

 

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For our Commercial Department, we are seeking a highly organized, proactive, and service-oriented:

 

Administrative Assistant (ful-time, permanent)

ROLE

• Manage complex international travel arrangements, coordinating itineraries and optimizing schedules in line with colleagues- agendas
• Coordinate visa applications and other travel-related administrative requirements, ensuring all necessary documentation is prepared and submitted in a timely manner
• Coordinate on-site visits for customers and prospects, ensuring seamless logistics, including agendas, meeting rooms, accommodation, transportation, and restaurant bookings
• Ensure a smooth and professional visitor experience from arrival to departure
• Manage calendars autonomously, coordinating schedules, prioritizing requests, and anticipating potential conflicts
• Organize internal and external meetings, conference calls, and workshops
• Prepare meeting agendas, coordinate required materials, and support follow-up actions
• Prepare and reconcile travel and expense reports accurately and in a timely manner
• Provide day-to-day administrative support to multiple teams
• Manage purchase requests and invoices
• Prepare documents, presentations, and reports using Microsoft Office tools
• Maintain accurate records and ensure effective document organization

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PROFILE

• Proven experience as an Administrative Assistant supporting multiple teams or stakeholders, ideally within an international environment
• Excellent organizational and time-management skills, with strong attention to detail and the ability to manage multiple priorities
• Proactive and service-oriented, with the ability to anticipate needs, take ownership, and work autonomously
• Strong communication and interpersonal skills, with a professional demeanor
• Flexible and adaptable, with the ability to remain calm and effective in a fast-paced environment
• High level of confidentiality, discretion, and reliability
• Hands-on, solution-oriented mindset with strong initiative
• Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint)
• Experience with SAP is an advantage
• Knowledge of business etiquette and hospitality best practices is a plus
• Fluent in French and English; any additional language is an asset
• Positive attitude and strong team spirit

JOIN US!

• Our success comes from our highly skilled and talented employees
• Respectful entrepreneurship and a long-term vision are key to our success
• Our people contribute to a more secure world
• Diversity at all levels of our organization is a strength