Main Purpose:

Join our team as a key support member, providing essential secretarial assistance to our Metals Bookheads. You'll play a vital role in guiding and supporting the team on the floor, ensuring smooth and efficient daily support.

Working alongside a close-knit group of five assistants on the same floor and a larger group in the building, you'll thrive in a dynamic environment. While the standard hours are from 8:30 AM to 5:30 PM, flexibility is important, as you may occasionally need to respond to urgent queries during evenings or weekends.

If you're highly organised, able to manage a high volume of tasks, and ready to make an impact, this role is perfect for you.

Knowledge Skills and Abilities, Key Responsibilities:

Secretarial & Organisational Duties

•           Support calendar management

•           Organise external and internal meetings

•           Support on incoming telephones

•           Book complex video conferences (more than 2 locations)

•           Updating contacts in Outlook / scan business cards

•           Organisation of external events

•           Various other administrative and organisational duties on request

•           Cover of the other assistants when absent

Complex Travel Organisation

•           Organise complex travels

•           Support for visas, renewal of passports and letters of invitations to employees

•           Provide guidance to employees in case of questions on their travel schedules, visas, renewal of passports and letters of invitations

Corporate documents

•           Handle documents to sign

•           Handle notarisation/apostille of documents

Knowledge, Skills and Abilities

•           minimum of 5 years professional experience in a similar role in a demanding international environment

•           experience in assisting managers at exec. level required

•           Fluent in English and very good level of French (level C1 minimum

•           3rd language would be an asset (Spanish, Portuguese), but not necessary for performing the role

•           Good & effective communication skills verbally and in writing

•           Strong organisational skills, capable of multitasking even under pressure

•           Able to prioritise requests

•           Able to anticipate and being proactive

•           Excellent attention to detail

•           Comfortable working accurately to tight deadlines

•           Situational adaptability, ability to deal with confidential matters

•           Resourcefulness, Resilience

•           Team worker as well as being able to work autonomously

•           MS Office (especially Outlook, Excel & Word)

Key Relationships and Department Overview:

- Reporting directly to Assistants Team Leaders