Mark this as favouriteAssistant

Location: Remote

Job Summary: The client is seeking a highly organized and proactive Department Assistant to ensure the smooth operation of our company. This role is crucial, especially in managing interactions with high-profile clients, including EU institutions and ambassadors. The ideal candidate will be positive, a problem solver, and able to maintain strict confidentiality.

Key Responsibilities:

• Managing the Company Agenda: Efficiently handle scheduling and calendar management to ensure all appointments and meetings are well-organized.
• Remote Front Office Management: Serve as the primary point of contact for clients, including high-profile individuals from EU institutions and ambassadors, ensuring professional and courteous communication.
• Travel and Meeting Arrangements: Book flights, meeting rooms, and other necessary arrangements to facilitate smooth business operations.
• Compliance and Confidentiality: Adhere to all company policies and maintain the highest level of confidentiality in all dealings.
• Problem Solving and Organization: Approach organizational challenges with a positive attitude and effective problem-solving skills.

Tasks:

• Initial contact for internal/external inquiries.
• Processing incoming and outgoing mail.
• Receiving, making, and forwarding telephone calls.
• Processing of documents, including format review using company templates.
• Archiving, printing, scanning, distributing, and copying documents.
• Storing documents electronically (e.g., updating intranet/SharePoint).
• Preparing standard correspondence or correspondence as specified, predominantly in English.
• Conducting research and obtaining quotations as per specifications.
• Updating presentations as required (PowerPoint).
• Creating and coordinating template contracts or non-disclosure agreements (e.g., for consultants, grants).
• Processing invoices and payment instructions (e.g., invoice recognition, verification).
• Planning, monitoring, and coordinating appointments.
• Purchase order coordination (Ariba SAP).
• Performing minor translations.
• Preparing, organizing, and accounting for business trips.
• Planning and organizing meetings, including taking minutes if necessary.
• Supervising internal/external visitors, including coordination with high-level executives and politicians.

Qualifications:

• Proven experience in a similar administrative or assistant role.
• Excellent organizational and time-management skills.
• Strong communication skills, both written and verbal.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Completed some kind of administrative assistance training.
• Business-fluent in English.
• Experience in an administrative role reporting directly to upper management.
• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.

Skillset:

• Proficiency in using office software and tools for scheduling and communication.