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Administrative Support & Reception
Mission
The Administrative Support & Reception role is responsible for welcoming and directing visitors while providing administrative and operational support to the Administrative and Financial Department's activities.
Responsibilities
General Administrative Support
- Receive, register, sort and distribute incoming and outgoing mail and emails
- Write meeting minutes, internal memos, and correspondence
- Keep internal documents up to date (contacts, directories, etc.)
- Provide occasional support to Accounting or Finance teams on administrative tasks
- Filing, archiving, and maintaining physical and digital files
Operational Support
- Manage meeting room reservations for General Management
- Logistical preparation for meetings (room booking, equipment, etc.)
- Prepare files and documents needed for meetings
- Organize calendars, schedule appointments and meetings
- Liaise between different departments and external partners
- Manage office supply orders
Logistics & Daily Management
- Maintain up-to-date visitor register tracking tables
- Administrative coordination with service providers as needed (delivery, maintenance, etc.)
Legal Case Support
- Support the legal and operational manager in case follow-up (letters, requests, contracts, disputes, compliance, etc.)
- Organize specific legal documents (physical and digital archiving)
- Prepare documents needed for legal consultations (summaries, tracking tables)
- Enter and update information in tracking spreadsheets
- Monitor deadlines and contract renewals; alert the manager for any required decision or action
- Relay between the legal department and other departments
- Draft simple legal documents (reminders, acknowledgments of receipt)
Reception Management
- Welcome visitors in person and direct them to the appropriate contacts
- Manage the telephone switchboard: receive calls, direct to appropriate services, take messages and transmit them
- Ensure the reception area is well maintained
Requirements
- Associate's degree (Bac+2) in Management, Administration, or similar fields
- Previous experience in an assistant or administrative role is desired
- Good writing and document formatting skills for administrative documents
- Proficiency in office tools: Word, Excel, etc.
- Good document filing and archiving methods
- Ability to manage multiple tasks or files simultaneously
- Schedule management skills
- Accurate message-taking and timely transmission
- Good interpersonal skills and courtesy
- Basic accounting knowledge
- Sense of confidentiality, ability to synthesize, respect for deadlines
Administrative Support & Reception
Ensure visitor reception and orientation while providing administrative and operational support to the Administrative and Financial Department.
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