About the job
Administrative Support
- Compose correspondence and maintain records, manage calendars and information flows efficiently.
- Coordinate events, workshops, meetings, and conferences, which includes handling venue bookings, catering arrangements, participant invitations, and providing general support during events.
- Serve as a primary administrative contact for Member Delegations and other external parties.
- Facilitate business travel arrangements, including bookings, visa applications, and processing expense claims.
- Prepare and manage contracts and payments for intellectual service providers and invited experts.
- Assist in the preparation and updating of documents, publications, websites, and social media content in both official languages (English and French), including editing, proofreading, and formatting.
Office Management
- Act as the on-site liaison for technical support teams located in Paris.
- Collaborate with technical teams in Paris to provide first-line support for technical issues, escalate problems as necessary, serve as the initial contact for local suppliers, accompany them on-site, and verify the completion of work.
- Manage small contracts with local suppliers for office supplies and mail services.
- Provide local support to Paris-based technical teams during procurement processes.
- Understand the fire safety regulations within the office building.
Continuous Improvement
- Proactively recommend enhancements to existing administrative processes, workflows, and methodologies.
- Embrace a continuous learning mindset regarding evolving corporate systems, procedures, and relevant IT tools.
- Stay informed about financial and human resource regulations related to assigned tasks.