Administrative and financial assistant

Context

Job definition

The Administrative and Financial Assistant is responsible for facilitating the administrative management of the General Manager and the General Manager. He or she ensures the smooth running of day-to-day tasks by managing diaries, communications, administrative and financial files, welcoming beneficiaries, parents and anyone concerned by CEES, and organizing meetings and travel.

Missions

1. Diary management:
o Scheduling and organizing appointments, meetings, travel.
o Prioritizing emergencies and managing unforeseen events.
o Preparing agendas for meetings and ensuring participants' availability.
.


2. Internal and external communication:
o Handling of telephone calls and correspondence (emails,
letters).
o Drafting of notes, minutes and other
administrative documents.
o Interface with internal departments and external partners
(partners, beneficiaries, LCC, suppliers, public bodies).

3. Organization of meetings and events:
o Logistical organization of meetings (room reservations, equipment).
o Preparation of files for meetings (presentations, reports,
supporting documents).
o Assistance with the organization of internal or external events (seminars,
conferences, business trips).

4. Administrative management:
o Follow-up and filing of administrative documents and files
(paper and digital).
o Follow-up of certain dashboards (project follow-up, DG and
DGA planning, leave follow-up, etc.).
o Management of expense accounts and purchases related to the department.

Qualifications, skills, abilities and prerequisites

Technical skills :

  • Proficiency in office automation tools (Word, Excel, PowerPoint, Outlook).
  • Good knowledge of agenda management tools and videoconferencing software (Teams, Zoom).
  • Ability to take notes and write professional documents (memos, reports, letters).
  • Ability to manage correspondence, sort and archive documents.

‍Behavioral skills(soft skills) :

  • Rigor and organization: Ability to manage several tasks simultaneously and meet deadlines.
  • Discretion and confidentiality: Ability to handle sensitive information with professionalism.
  • Versatility and proactivity: Anticipate the manager's needs and show initiative.
  • Excellent interpersonal skills: Comfortable dealing with a variety of internal and external contacts.
  • Stress resistance: Ability to handle emergency situations or heavy workloads.

‍Language skills:

  • Perfect command of written and spoken French.
  • Good level of English  

Education and experience :

  • Diploma required: Minimum 2 years' higher education, preferably in secretarial or business administration.
  • Experience: Minimum 5 to 10 years' experience in a similar position, ideally within a management structure, public institution.

Working conditions :

  • Hours: Full-time position with fixed hours.
  • Remuneration: According to experience and qualifications.
  • Other benefits: company health insurance.

Additional skills appreciated:

  • Knowledge of management software.
  • Accounting (invoice tracking, budgets).

Administrative management of the function

Hierarchical responsibility:
Yes
No
Working hours:
35h per week
Interventions outside working hours:
Yes
No
Participation in events at weekends or on public holidays:
Yes
No

Working conditions

Special conditions

Personal qualities

Outlook

Recruitment process

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