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Office Manager and Administrative Assistant

11-2-2020

We are an international company with a workforce of more than 38,500 top professionals, present in more than 40 countries across the five continents. Leaders in Innovation and Technological Development at the service of society, we’re looking for experts in designing a better planet who can go out there and promote sustainable development and find solutions to the biggest global challenges, including global warming, overpopulation and water scarcity.

Job Description

Mission:
Independently perform complex administrative tasks and information processing of documentation related to his/her unit/department, in keeping with established procedures, in order to meet the needs of his/her internal client, optimizing administrative processes and, in some cases, coordinating Administrative or Secretarial teams.

They are responsible for providing secretarial services and other administrative and operational services to the organisation. The duties include:

  • Answer all incoming phone calls and screen/field calls to the appropriate party.
  • Prepare presentations and correspondences.
  • Assist with projects including filing, mass mailings, data entry, typing, etc.
  • Prepare packages for shipment.
  • Prepare and manage conference calls, shipping, postage, etc.
  • Prepare conference rooms for meetings, place catering orders. 
  • Key card issuance and building security communication (visitors).
  • Coordinate and manage travel arrangements.
  • Prepare expense reports.
  • Supervise Reception Function.
  • Corporate Agreements: Via Director, Office Administration’s management, administer rental car, hotel, travel, airline, and UPS/Fed Ex accounts (billing, trouble shooting, day-to-day administration). Work with Director, Office Administration to evaluate agreements, make recommendations for improvement, participate in negotiations.
  • Facilities Management: Via  Director, Office Administration’s management, administer furniture and office equipment leases and billing, and day-to-day initiatives and issues (e.g. repair). Manage office supply inventory (e.g. paper and other regularly-used office supplies, vending, coffee supplies), furnitures.
  • Meeting and Event Planning: Working with Director, Office Administration manage Management and Employee events (e.g. scheduling, identify venue, menu, negotiate contracts, employee contracts)
  • Safety: Participate in Safety Committee as Floor Warden. Participate in development and implementation of Disaster Recovery initiatives
  • Other responsibilities as assigned
     

Required Skills and Competencies

Profile:

Excellent organizational and administrative skills, time management, and the ability to organize and prioritize simultaneous project.

Excellent interpersonal and communication skills, telephone manner, and proofreading skills.

Professional, reliable, articulate, with the ability to multi-task and demonstrate good business judgment, including ability to maintain information confidentiality.

Languages/Level: English/Intermediate.

Years/Areas experience required: minimum 3 years of administrative experience.

We are an equal opportunity employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply.

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