Polyvalent Administrative Assistant

The Administrative Assistant provides polyvalent organizational support to the Business Unit (BU) on administrative and commercial topics, and thus facilitates its day-to-day operations. The role is very polyvalent, and will support for all BU activities, with the following main tasks:

Business Unit activities :

– Act as an internal/external contact within the BU and with other Group teams,

– Facilitate the integration of new team members in the Business Unit,

– Encode incoming information and relay it to the appropriate people within the organization,

– Formatting documents (contracts, presentations, correspondence, etc.), reviewing and following up on them, including collecting the necessary signatures,

– Handle sensitive and confidential information appropriately and with a high level of discretion.

Commercial and supply activities :

– Review Service intervention reports, follow up with Service team as necessary, and update associated databases (ERP…),

– Encode BU internal orders in ERP (supplies, marketing, spare parts, etc.) and follow up on orders placed with the team,

– Coordinate the shipment of documents, materials or instruments to customers and distributors, conventions and in-house, with carriers and the relevant authorities,

– Participate to the annual inventory (products, spare parts….) in close collaboration with the Supply Specialist and the whole team.

Local office activities :

– Carry out daily administrative tasks such as answering the telephone and ensuring office presence (8.30 a.m. – 5 p.m.: dispatch and delivery of parcels, unannounced audits, etc.).

– Translate letters, emails, discussions or other documents into German if necessary, and liaise with customers or local institutions (notary, lawyer…).

PROFILE

• You have a significative experience in a similar position in a demanding, fast-paced international environment.
• You are familiar with Microsoft Office software (Outlook, Word, Excel and PowerPoint)
• Fluent German and English, French is a plus