Front office assistant 100%

International company

Description

• Handle incoming and outgoing communications, including calls, emails, postal mail, and internal correspondence, while serving as a key point of contact both within and outside the organization.

• Oversee front desk operations, ensuring a professional welcome for visitors, setting up meeting spaces to a high standard, coordinating videoconferencing, and managing transport and hospitality arrangements for attendees.

• Supervise access control for external vendors and visitors, managing temporary badges, key distribution, and necessary authorizations in collaboration with the administrative team.

• Ensure adequate stock of office essentials, refreshments, and kitchen supplies, maintaining smooth operations across all facilities.

• Maintain and update the internal phone directory and coordinate maintenance and service requirements with external providers.

• Oversee the upkeep and organization of kitchen and shared spaces, ensuring hygiene standards are met.

• Manage onboarding-related logistics, including distributing temporary access passes and essential office materials to new employees.

• Provide occasional support to executive-level administrative functions, such as processing expense reports, coordinating travel arrangements, and scheduling meetings.

• Organize and manage all logistical aspects of executive and board-level meetings, including transportation, accommodation, catering, and post-event administrative follow-ups.

• Plan and execute corporate events, including seasonal celebrations, by defining themes, obtaining quotes, securing approvals, and coordinating logistics with relevant stakeholders.

• Assist with broader office initiatives to ensure smooth daily operations and a well-functioning work environment.

• Facilitate and manage internal and external company events, ensuring seamless execution and coordination with all teams involved.

• Assign and manage visitor parking spaces using the designated parking system.

Profile

• Dynamic, strong stress resilience, interpersonal intelligence, flexibility, strong communication skills, proactivity, anticipation of needs.
• Minimum of 2 years of experience in a similar role.
• English C1, French C2.

Job Offer

• Very interesting and challenging work environment.
• Strong team spirit.
• Attractive compensation.