Our client, a European Institution, is looking for an Administrative Assistant and Meeting Coordinator. The candidate must speak English fluently. This is a temporary contract.
Key Responsibilities
• Meeting Coordination:
- Assist in scheduling and organizing meetings involving internal and external stakeholders, up to 200 participants, some being high level officials, in physical, hybrid and virtual format. (e.g. Microsoft Teams, Webex)
- Coordinate room booking, catering offer and virtual meeting setups
- Confirm attendance and ensure all required participants are aware of meeting schedules and locations.
• Logistics (Preparation and Meeting support):
- Ensure meetings are set up and ready on time, including seating arrangements and name tags
- Order and arrange catering services for in-person meetings, paying attention to dietary requirements
- Facilitate access to premises (i.e. security lists, badges)
- Prepare all meeting formats as “ready to start” on time, by but not limited to ensuring that the necessary equipment such as laptops, video conferencing tools are organized, and that virtual meetings are set up according to agreed standards.
- Attend meetings for protocolar support and provide a quality customer service (welcome participants, answer to enquiries such as booking meeting rooms or taxi for them, guiding them into the building, printing documents, etc…)
• Communication and Correspondence:
- Draft invitations, save-the-date, attendance lists
- Send reminders and follow-up messages to participants
- Serve as a main point of contact for logistical matters
- Maintain record of meeting participants
- Archive rigorously emails and documents in dedicated systems
- Keep track and report on the above to the officer/manager in charge of the meeting during/after the meeting
• Ensure administrative back-up to his/her colleagues to guarantee continuous business support.
Academic qualifications and professional skills:
• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, protocol)
• At least 5 years of relevant professional experience (meeting coordination role)
• Strong customer orientation
• Excellent knowledge of standard Microsoft Office tools (Outlook, Word, Excel, and PowerPoint) & meeting platforms (Teams, Webex). Interest on IT matters and digitalization would be an advantage
• Excellent written and verbal communication skills in English. Good knowledge of another EU language would be an advantage. Ability to write clear and concise messages.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively
• Ability to work independently as well as part of a team
• Professional demeanor and ability to interact with senior leaders, clients and stakeholders
• Ability to handle confidential information with discretion
• Flexibility to accommodate varying schedules, with availability expected from time to time for early morning or late evening meetings.
Competencies;
• Ensuring accountability: Holding yourself and others accountable to meet commitments.
• Collaborating: Building partnerships and working collaboratively with others to meet shared objectives.
• Cultivating innovation: Creating new and better ways for the organisation to be successful.
• Driving results: Consistently achieving results, even under tough circumstances.
• Instilling trust: Gaining the confidence and trust of others through honesty, integrity and authenticity.
