Our client, a European institution, is looking for an Administrative Assistant who speaks English fluently with a good command of French. This is a temporary contract.

Accountabilities
• Coordinate and provide office support and secretarial assistance to the executives assigned, in order to contribute to the effective day-to-day operation of the division.
• Manage diary scheduling and all other logistical requirements (e.g. meetings, courses) for the division.
• Coordinate and assist in the accurate preparation, finalisation and distribution of approval documents, letters, notes and presentations.
• Coordinate assistant(s) work in order to accomplish deadlines and to avoid bottlenecks. In cooperation with the other assistants of the division, they complete the activity report and distribute each week to the executives.
• Contribute to the organisation of events, official visits, client meetings, interviews, etc.
• Perform maintenance of current distribution lists, phone/address lists of products/contacts/customers.
• Ensure correct input of information into databases and extract data for reporting purposes on a regular basis and on the occasion of country meetings with VPs and related geographical departments.
• Editing and proof-reading of documents produced in own division to ensure accuracy and alignment with procedures.
• Management of documents workflow of a specific process and ensure that deadlines are met during Loans appraisal cycle.
• Ensure effective filing of all electronic and hard copy documents.
• Create and maintain library of reference documents for the newly created division to encourage knowledge sharing.
• Cooperate with the other secretary of the division and the external offices to ensure an optimal coordination with respect to proposals workflow, missions and other events, and a smooth handling of workload.
• Provide back-up for other absent assistants within the division.
• Interface with other Directorates/departments to follow up on workflow of projects and provide information on their progress as required.

Qualifications
• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field.
• At least 3 years of relevant professional experience as an Executive, Administrative Assistant or Secretary.
• Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint).
• Excellent knowledge of written and spoken English and a good command of French. Knowledge of other European languages would be a significant advantage.

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