Secretarial/Administration

The assistant plays a facilitation and information-sharing role, providing day-to-day support to teams or an individual manager in a diverse range of settings (sales, legal affairs, HR, finance, works, etc.).

Information processing

• Receives and handles telephone calls, emails and post
• Manages all departmental purchase requests (for services, equipment and supplies) and keeps track of the associated budget
• Inputs data and formats documents (letters, spreadsheets, presentations, etc.)
• Classifies and archives documents in hard-copy and electronic format (EDM, SharePoint, etc.)
• Ensures that documents are up to date (scorecards, organisation charts, etc.)
• Ensures that in-house procedures are followed and that data protection rules are applied

Organising work and activities

• Manages the team’s and/or the manager’s schedule
• Manages specific case files in order to move the department’s projects and activities forward
• Organises meetings, business travel and occasional events
• Greets visitors
• Makes onboarding arrangements for new employees
• Promotes the use of new digital tools
• Acts as a specialist on office software and other digital tools

Communication

• Liaises and shares information between entities
• Conveys a positive image of the team and the company
• Builds and coordinates a network of in-house and external contacts

The working environment officer establishes and maintains a working environment that promotes efficient performance and employee well-being in accordance with health, safety and environment standards, with a focus on cost control and service quality improvement.

Site and facility management

• Performs upkeep and routine maintenance of facilities
• Suggests and monitors facility improvement work (replacement, new works, etc.)
• Maintains tight control on costs (energy use, waste management, etc.)
• Manages the relationship with the site owners
• Negotiates leases and amendments

Regulatory compliance

• Suggests and implements corrective measures in order to maintain compliance with legal, regulatory or contractual obligations
• Ensures that health and safety rules are complied with
• Advises senior management on occupational health and safety initiatives
• Draws up, seeks approval for and implements health and safety plans

Service provider management

• Negotiates contracts with various service providers (reception/front desk staff, grounds maintenance, catering, security, cleaning, etc.)
• Monitors and oversees the work of service providers

Employee services

• Manages employee complaints and initiates maintenance call-outs
• Organises workspaces
• Shares information about maintenance work and site changes with employees and senior management
• Informs and educates employees about environmentally-responsible practices (saving energy, reducing waste, etc.)

Special working arrangements: This role involves working on-call hours