Administrative Assistant ENG

1. Assistance to the Membership Services & Events Department :

• Provide full administrative support including travel arrangements
• Management of the full membership invoicing with BOB 50 commercial tool
• Provide full organisational and administrative support

2. Travel coordinator :

• Plan and manage travel arrangements
• Proceed with accommodation group bookings
• Gather all travel information in a follow up sheet
• Register colleagues to event
• Proceed with visa when appropriate
• Conference material follow-up
• Re-invoicing follow-up when needed

3. Assistance to the Legal Department :

• Provide full administrative support including travel arrangements and expenses reports to the General Counsel

4. Internal meetings : 

• Provide full administrative and logistical support to the meeting organizer
• Support the organiser and the participants during the meeting
• Meeting material follow-up (archive any useful documents)

5. Office supplies/stationery :  

• Management of stocks and supplies
• Requests quotes and regularly meet with suppliers to get competitive prices

6. Back-up tasks :

• Ensure operational, flexible and efficient back-up tasks when required

7. Office general :  

• Check all incoming faxes and post from the letterbox, scan & e-file important documents and distribute to each member of staff
• Ensure that visitors are properly welcomed and that proper control of access to the offices

8. Telephone :

• An excellent telephone manner is essential to the good reputation of the company

9. Cooperation : 

• Very close cooperation and communication among the staff